Faculty and Staff

MyTravel Help: Per Diem Tab

Last updated October 28, 2009 4:28:25 PM PDT
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Use these guidelines to complete the Per Diem tab in MyTravel, UCSD's online tool for reporting travel expenses.

Use MyTravel to report expenses for official business travel. For additional MyTravel guidance, see:

Per diem overview

Per diem is a daily amount to cover meal and lodging expenses for business travel outside the continental U.S. or more than 29 days.

Per diem is limited to business travel and should not be used to initiate payment that is compensation. Any adjustment to claiming the published allowable per diem rate should reflect the traveler's actual costs.

For per diem policy, read Per Diem for Travel.

Entering per diem information in MyTravel

  1. While in MyTravel, click the Per Diem tab.
  2. Select the first trip location using the search link, which displays the published allowable per diem rate in dollars.
  3. Enter the number of days spent in this location.
  4. Make any adjustments needed in the white fields. (The gray fields display automatic calculations.)
    • To claim actual expenses because they exceed the allowable rate, enter the amount in the Exception to Per Diem field.
      • Exception to per diem is used for:
        • Travel outside the continental U.S. when actual expenses exceed per diem and specific circumstances apply.
        • Claiming actual expenses for only a portion of travel (1 or more days) within the continental U.S. for trips that have a destination outside the continental U.S.

    • Note: Claiming an exception to per diem will trigger a post audit for the claim.

    • To claim expenses less than the per diem amount, overwrite the published per diem rate with a lesser amount.
      • Only claim less than the published per diem amount if the:
        • Intent is to cut costs
        • Traveler is aware of the adjustment

    • Note: Exception to Per Diem field should not be used to claim amounts less than the per diem amount.

  5. If you need to add multiple locations, click Add another location at the bottom of the page.

    Note: For non-continental U.S. travel or foreign travel that includes more than 1 day traveling in a continental U.S. destination, use the Per Diem tab and claim the continental U.S. travel actual expenses only (up to the maximum allowable for meals). If the continental U.S. travel portion is less than 1 day, use the per diem rate of the non-continental U.S. or foreign location.

  6. After you enter the per diem information, click Continue.

    Note: MyTravel may prompt you to provide an explanation in the Per Diem Notes field before proceeding. If so, a message appears near the top of the page. You can also use this field to enter any information that you determine is important for the approver.

  7. Click Next or click on the tab along the top that you wish to use next.

Tips

  • If you'd like to clear all the data you entered on the Per Diem tab, click Reset Form.
  • To return to the previous tab, click Previous.
For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.

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