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We have employees that stay in travel status for extended periods of time. They will submit expense reports weekly in order to claim per diem, however, per the GSA rates, they will only receive 75% of the amount for first and last day of travel. These employees should be receiving 100% since it is technically not the first or last day they are travelling. Is there a way to configure the system in order to reimburse the employee 100% instead of 75%?
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@enrodgers that is a great question. I'll be curious if anyone has come across this.
Something to consider could be some sort of new expense type to account for this. You should be able to see the daily rate for a full day and then get the difference from the day they only get 75%.
I'm just spitballing here. Hopefully someone else has a better solution. 🙂
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@enrodgers if you prefer to use the Travel Allowance modul including itineraries you should consider that itineraries always have a start date and an end date of each trip. The system automatically interprets these dates according to the country's travel allowance configuration. Unfortunately technically it is not possible to "pause" the itinerary in an expense report which leads to the problem that when submitting an expense report weekly, you have to end the itinerary for that week you are submitting. If you changed the TA configuration so that 100% instead of 75% would be paid on the starting and end date of each trip - which is technically possible -, this would also effekt the trips which are shorter than one week. Besides that this change could possibly lead to a mismatch between the legally allowed travel allowances and the ones your are actually paying.
However, there are several workarounds which could possibly solve your problem:
1. If your employees already know the return date - even if it is in the future -, they can create and submit the itinerary including the actual start and end date in advance.
2. You could make an advance payment to your employees and the employee submits the itinerary after his or her return for the complete trip. Then you just need to offset the payment with your advance payment.
3. Consider @KevinD 's proposal by using new expense types. However, from my personal experience you could possibly get problems explaining this to your employees and it could end up in a decrease of the user acceptance.
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@rberlth thank you for also replying. Much appreciated. I would like to point out that for your first proposed work around, entering future dates only works if the future dated expenses audit rule is turned off. Just wanted to point that out in case the original poster had employees try this and they start getting the red exception for future dated expenses.
Great ideas. Again, thank you for contributing. 🙂