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| '''Per Diem Rates Updated for 2020''' | '''Per Diem Rates Updated for 2024-Present''' |
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| || Auto Travel || $0.42 per mile || || *Full Day Per Diem - two meals || $54.00 || || Half Day Per Diem - one meal || $27.00 || || Fully Entertained || $19.00 || |
|| Auto Travel || $0.55 per mile || || Full Day Per Diem - two meals || $58.00 || || Half Day Per Diem - one meal || $29.00 || || Fully Entertained || $20.00 || |
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| || Employee and Spouse || $81.00 || || -When fully intertained || $27.00 || || Each Independent accompanying child || $27 || |
|| Employee and Spouse || $84.00 || || -When fully intertained || $28.00 || || Each Independent accompanying child || $28 || |
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Fully Entertained Per Diem can be claimed for incidental expenses any day that all your meals are covered (either by the hotel, a conference, or any other sponsoring group), and an overnight stay away from home is included in your trip; Fully Entertained Per Diem does not apply for day trips. Fully Entertained Per Diem cannot be combined with a Full or Half-day Per Diem. Half-day Per Diem can only be claimed for day trips when returning to campus for a meal break is unreasonable. This is the most that can be claimed for day trips unless there are extenuating circumstances that your supervisor has approved. |
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| If an employee stays with friends or relatives rather than staying in a hotel, an amount up to one-half of the single full day per diem (works out to be $27.00/night) may be reported as lodging in lieu of hotel for any __actual out of pocket costs__ related to a token of appreciation or reimbursement for their host (whether monetary or not); this is in addition to the normal per diem for meals based on policy. | If an employee stays with friends or relatives rather than in a hotel, up to $25.00/night may be reported as lodging in lieu of hotel for any actual out-of-pocket costs related to a token of appreciation or reimbursement for their host (whether monetary or not); this is in addition to the standard per diem for meals, including fully entertained, based on policy. |
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| Per diem and in lieu of hotel expenses should be reported on separate lines on the expense report. You can find the Lodging Receipt in Lieu of Hotel form in the Human Resources Department or on the website [[https://www.southern.edu/hr]] under forms. Please include this form with your expense report. | Per diem and in lieu of hotel expenses should be reported separately in the expense report. The Lodging Receipt In Lieu of Hotel form can be found on the Human Resources website, www.southern.edu/hr, under forms. Please include this form with your expense report. |
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| Human Resources | [[https://www.southern.edu/hr|Human Resources]] Original Word Document here |
Expense Report Instructions:
Require Information on Your Expense Report:
Please read the following guidelines of required information on your expense report.
- Name, ID#
- Date
- Destination and purpose of trip
- Dates of the trip.
- Account number that is to be charged.
Tape all small receipts to a 8 ½ x 11 sheet of paper. Staple receipts to your report. (Please no paper clips)
- Make sure you sign the report.
- You must have the signature of your department chair/supervisor.
- SALES TAX: You will not be reimbursed for Tennessee sales tax. You can obtain a copy of our Tennessee Tax Exemption Certificate from the Accounting Office.
New in 2016 - Get the Professional Growth Report - Expense and Declaration from here
- Rates for Per Diem and Mileage see below.
- Send it to Amy Steele Department HR (Used to go to Jennifer Enevoldson - Payroll manager)
Per Diem Rates Updated for 2024-Present
Auto Travel |
$0.55 per mile |
Full Day Per Diem - two meals |
$58.00 |
Half Day Per Diem - one meal |
$29.00 |
Fully Entertained |
$20.00 |
Family Authorized Travel: (for a move to SAU only) |
|
Employee and Spouse |
$84.00 |
-When fully intertained |
$28.00 |
Each Independent accompanying child |
$28 |
-When fully Entertained |
11.00 |
Fully Entertained Per Diem can be claimed for incidental expenses any day that all your meals are covered (either by the hotel, a conference, or any other sponsoring group), and an overnight stay away from home is included in your trip; Fully Entertained Per Diem does not apply for day trips. Fully Entertained Per Diem cannot be combined with a Full or Half-day Per Diem.
Half-day Per Diem can only be claimed for day trips when returning to campus for a meal break is unreasonable. This is the most that can be claimed for day trips unless there are extenuating circumstances that your supervisor has approved.
Lodging in Lieu of Hotel
If an employee stays with friends or relatives rather than in a hotel, up to $25.00/night may be reported as lodging in lieu of hotel for any actual out-of-pocket costs related to a token of appreciation or reimbursement for their host (whether monetary or not); this is in addition to the standard per diem for meals, including fully entertained, based on policy.
Per diem and in lieu of hotel expenses should be reported separately in the expense report. The Lodging Receipt In Lieu of Hotel form can be found on the Human Resources website, www.southern.edu/hr, under forms. Please include this form with your expense report.
Amy Steele
Benefits and Compensation Manager
Original Word Document here