The Meals & Incidental Expenses per diem is the maximum amount you can be reimbursed for meals you need to purchase while in travel status. The per diem varies by destination and you use an Itinerary in Concur to calculate it.

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Read the procedures

  1. After you come back from your trip, you use an Itinerary in Concur to calculate your allowed meal and incidental expenses and add them to your expense report.
  2. Start your trip expense report by filling in the header and clicking Save.
  3. If you booked your trip through Concur, or through Christopherson Business Travel, your itinerary is already available.
  4. In this case, click the Details tab and select New Itinerary. This will open a new screen.
  5. Click Import Itinerary.
  6. Select the appropriate itinerary and click Import. This loads your itinerary.
  7. Click Next. This assigns your itinerary to your expense report.
  8. Click Next again. This takes you to the Expenses & Adjustments page, showing the initial per diem calculations.

What if you don’t have an itinerary already available?

In this case, you’ll need to create one.

  1. In your expense report, click Details and select New Itinerary.
  2. Fill in the departure and arrival information for the first leg of your trip.
  3. You can use the % sign as a wildcard to find locations …
  4. Click Save
  5. Now, fill in the information in the next leg of your trip.
  6. This may be your return flight home or it may be a continuation of your outbound trip.
  7. Click Save.
  8. Your itinerary will have at least two legs or stops. In a simple round-trip, the second leg is your return. In more complex trips, you may have multiple stops on your way to your destination city … or you may be going to multiple destinations.
  9. The Arrival city from the first stop will show up as the Depart from (city) in the second stop and so on.
  10. When you’ve finished creating the legs of your itinerary, click Next.
  11. This assigns your itinerary to your expense report.
  12. Click Next again. This takes you to the Expenses & Adjustments page, showing the initial per diem calculations.

Back to the Expenses & Adjustments page

You’ll see that the first and last days of travel prorate to 75%. According to policy, you can’t receive 100% of per diem on the beginning and ending days of a trip.

Now: For every day of your trip, consider if you had a meal provided to you as part of that trip.

For example, did your hotel provide a free breakfast or your conference provide lunch?

If yes, check off the appropriate meals to remove those expenses for the day.

When you’ve completed that, there’s one more thing to think about:

Was any day purely personal? If yes, check the Exclude box. This will remove all meal and incidental expenses for that day. Incidentals are intended to cover miscellaneous expenses like bellhops or personal phone calls incurred during business days of travel.

After you’ve made these updates, click Create Expenses and the recalculated per diem amounts will be added to your expense report. You’ll see them with the expense type Fixed Meals.

Note - If you used your Travel Card to pay for any travel meals, those expenses must be reconciled. See the Concur How-to: Using the Travel Card to Pay for Travel Meals

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