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Step 11 - Per diem (Pro Edition only)

Purpose​

Per diems are fixed daily allowances paid to employees for business travel instead of reimbursing individual meal and accommodation receipts. This step configures the calculation rule, rates, and destination-specific amounts. Without this setup, employees cannot submit per diem claims.

→ Concept: Per diem calculation

Before you start​

  • Step 03 complete - domestic and international per diem posting groups must exist
  • Pro Edition licence required

Steps​

A - Per Diem Setup​

  1. From Truvio Expense Management - Overview, select Per Diem → Setup
  2. Select Change Calculation Rule from the action bar and choose the rule that matches your country's legislation:
    • Flat Daily Allowance - a single configurable rate per day; most flexible
    • Finland, Sweden, Denmark, Germany, Poland, Estonia - country-specific rules with built-in calculation logic
  3. Set Posting Group, Domestic and Posting Group, International
  4. Set No. Series for Per Diem and Posted Per Diem - per diem is enabled by setting this and disabled by clearing it.

Deductions (Flat Daily Allowance only) - set the percentage to deduct per meal when a meal is provided by the employer:

  • Breakfast %, Lunch %, Dinner %

Rates - the available rate fields depend on the calculation rule selected. Fill in the applicable rates.

B - Destination Rates (optional)​

If rates vary by travel destination:

  1. Select Per Diem → Destination Rates
  2. Select + New
  3. Enter Country Code, Name, optionally City, and the applicable Rate

C - Periods​

Per diem rates typically change annually. Use Periods to manage this:

  1. Select Per Diem → Periods
  2. Select + New
  3. Enter a Code, Description, and Starting From date

Rates are automatically applied based on the expense date and the active period. Do not edit past periods - create a new period when rates change.

Decisions that matter here​

Calculation rule - select the rule mandated by the legislation your employees are subject to. Using the wrong rule can produce incorrect allowances. If employees travel internationally across multiple jurisdictions, confirm which country's rules govern.

Destination Rates - only needed if rates differ by destination. If a flat rate applies everywhere, skip Destination Rates entirely.

Meal deductions - if your company pays for meals during travel (e.g. conference meals included), configure deduction percentages so per diems are reduced correctly. Leaving these at 0 means employees receive the full allowance even when meals are provided.

Validate​

Submit a test per diem as an employee covering a known number of days to a known destination. Confirm the calculated amount matches your manual calculation using the configured rates.

Next​

→ Step 12 - Company cards (Pro Edition, optional)
→ Your first expense

Field detail​

→ Reference: Per diem setup