Smart Expense ManagementPer DiemCalculator.
Try our free per diem calculator to estimate meals, activities and entertainment, local transport, and misc expenses. It’s a handy tool for business owners, travel managers, finance teams, and frequent travelers to get quick, reliable estimates to create daily allowance policy.
What is Per Diem?
Per diem is a daily allowance provided by employers to employees traveling on business. It simplifies expense management by eliminating the need for detailed receipts for every purchase, streamlining the reimbursement process for both employees and finance teams.
Meals & Beverages
Entertainment
Local Transport
Incidentals
Standard Breakdown
Meals & Beverages
Breakfast, lunch, dinner, and drinks 50%
Activities & Entertainment
Client events and networking
Local Transportation
Taxis, rideshare, and public transport
Miscellaneous & Tips
Laundry, tips, and incidental costs
Employee Grade Multipliers
Entry-level positions with standard allowances
Standard per diem for experienced pros
Higher allowances for leadership roles
Premium allowances for strategic travel
Money-Saving Tips
Book 6-8 weeks in advance for better rates.
Use local transport apps instead of private taxis
Eat at local restaurants over hign-end hotels.
Travel during shoulder season to reduce costs.
Combine business trips to maximize efficiency
Method Comparison
FIXED PER DIEM
Simpler , faster and encourages cost control ideal for frequent travellers
ACTUAL EXPENSES
More flexibility for unique trips but requires extensive documentation.
Global Per Diem Rates by Region
Per diem rates vary significantly by location, reflecting differences in cost of living across 195+ countries and 1000+ business hubs.
Travel by Industry
Sales
High entertainment focus
Consulting
Extended site stays
Technology
Conferences & demos
Finance
Premium investor relations
Policy Components
Reimbursement Standard
Organizations integrate per diem with structured policies. A standard 30-day processing timeline is traditional, but with TripGain's automation, this cycle is reduced significantly.
Compliance Hub
Tax Implications: Under IRS regulations, per diem payments up to official federal rates are non-taxable. Payments exceeding these thresholds must be reported as taxable income.
Audit Records: Maintain trip dates, destinations, business purposes, and grade levels. Retain receipts for 3-7 years based on jurisdiction requirements.
Multi-Day & Blended
When traveling across multiple days in different cities, standard policy uses the rate of the primary destination. For high-cost routing, TripGain supports Blended Rates—always get pre-approval for extended stays.
Sources & Methodology
This calculator is based on trusted public references for per diem rates and compliance guidance. For policy-grade decisions, always verify the latest official notices.
OFFICIAL
KPMG – IRS Per Diem Notice Summary
Used for per diem compliance context and reimbursement references.
TAX GUIDANCE
Forbes – IRS Per Diem Updates Overview
Helpful summary of yearly IRS per diem updates and changes.
How the calculation works (summary)
- Daily base rate is selected by destination (country + city)
- Grade multiplier is applied on the base daily rate
- Trip total = Daily rate × Days × Travelers
- Category split: Meals 50% • Activities 25% • Transport 15% • Misc 10%
Note: Public rates can change periodically. Always verify the latest source if you are defining an official company policy.
**This content is for informational purposes only. It doesn't necessarily reflect the views of TripGain and should not be construed as legal, tax, benefits, financial, accounting, or other advice. If you need specific advice for your business, please consult with an expert, as rules and regulations change regularly.**