Create and Manage Per Diems as an Admin

Create and Manage Per Diems as an Admin

As an admin in Hypercard, you can create, configure, and manage per diems—fixed daily allowances provided to employees during business travel. These per diems can be tied to specific destinations, user groups, days of the week, and policy conditions. Once configured, they are automatically applied to eligible trips created in Trips section, streamlining employee reimbursement.

Accessing the Per Diems Manager

  1. Log in to your Hypercard account.
  2. Click on Travel in the left-hand navigation panel and then select Per Diems.
  3. The Per Diems Manager page will open with three tabs:
    1. Pending – Upcoming per diems that have not yet started.
    2. History – Expired per diems.
    3. Per Diems Manager – Creating a new per diem, all active and editable per diem policies.
Access Per Diems

Creating a New Per Diem

  1. In the per diems page click Create New Per Diem at the top right of the page.
  2. You can create a per diem from scratch or use one of our templates.
  3. Per Diem Name – Enter a descriptive name.
    1. Description – Provide optional context or usage notes.
  4. Daily Rate – Enter the amount employees will receive per day (this will interact with your selected proration method).
  5. Trip Destination – Specify a city or leave blank to allow claims from any location.
  6. Proration Method - Select how the per diem should be calculated. The available methods are:
    1. Hourly Pro Rate
      1. The daily per diem is applied proportionally based on the number of hours an employee is in travel status.
      2. Ideal for partial travel days or short trips. Example: If the employee travels for 6 hours of a 24-hour day, they receive 25% of the full daily rate.
    2. No Pro Rate
      1. The full daily rate is granted, regardless of how many hours the employee traveled that day.
      2. Often used for simplicity or when company policy treats any travel day as eligible for the full rate. Example: A one-hour trip qualifies for the full per diem amount
    3. Meal-Based Pro Rate
      1. The per diem is calculated based on which meals are eligible during the travel day.
      2. Each meal is worth one-third of the daily rate.
      3. Time windows for meals are:
        1. Breakfast: 6 AM - 11 AM
        2. Lunch: 12 PM - 4 PM
        3. Dinner: 5 PM - 12 AM
  7. Description – Provide optional context or usage notes.
  8. Eligible User Groups (optional) – Limit the per diem to specific user groups, or leave blank to apply to all employees.
  9. Start Date – When the per diem becomes active.
  10. Expiration Date – Leave blank to keep the policy valid indefinitely.
  11. Grace Period
    1. Select the number of days after a trip ends that employees may still submit a claim.
    2. Setting this to 0 days means employees must claim during the trip. Recommended: Allow 14–30 days for flexibility.
  12. Eligible Days – Choose specific days of the week or select all days.

Adding Policy Rules (Optional)

Admins can add business logic to automate or restrict per diem approvals. Examples include:
  1. Non-meal exclusions – Block per diem use on non-meal categories.
  2. Department-based logic – Restrict or auto-approve for specific departments.
  3. Amount thresholds – Auto-approve claims under a certain dollar amount.

Confirming the Per Diem

Once all settings are complete:
  1. Click Save Per Diem
  2. The policy will become active on the specified Start Date.

Editing an Existing Per Diem

To edit:
  1. In the Per Diems page, click on the Organization tab to display all existing per dimes.
  2. Find the policy you wish to modify and click Edit Per Diem.
  3. Make your changes in the per diem details window and click Save.
Editing Per Diems as an Admin

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