The Per Diems feature in Hyper allows companies to offer employees a fixed daily allowance for business travel expenses such as meals, lodging, and incidental costs. This approach simplifies the reimbursement process by removing the need for individual receipts (depending on company policy) and minimizing manual review.
Per diems are linked to Trips, as they are typically assigned based on each day of travel. Hyper supports flexible per diem configurations that align with company policies, regional rules, and compliance requirements.
Key Benefits of Using Per Diems
- No Receipts Required: Employees are reimbursed based on pre-approved daily rates, not submitted receipts. ⚠️ This is dependent on company policy and receipts may still be required under company policy requirements.
- Automated Travel Calculations: Daily totals are automatically calculated based on travel dates, location, and company policy.
- Streamlined Reimbursement: Reduces the need for itemized expenses, making the process faster for both employees and finance teams.
- Policy-Driven: Admins have full control over rates, eligibility, and how per diems are calculated.
Per Diem Calculation Options
When setting up a per diem policy, companies can choose from three calculation methods:
- Hourly Pro Rate
- The daily per diem is applied proportionally based on the number of hours an employee is in travel status.
- 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.
- No Pro Rate
- The full daily rate is granted, regardless of how many hours the employee traveled that day.
- 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.
- Meal-Based Pro Rate
- The per diem is calculated based on which meals are eligible during the travel day.
- Each meal is worth one-third of the daily rate.
- Time windows for meals are:
- Breakfast: 6:00 AM – 11:00 AM
- Lunch: 12:00 PM – 4:00 PM
- Dinner: 5:00 PM – 12:00 AM
- Especially useful for partial days such as arrival or departure days, when not all meals may apply. Example: If a trip starts at 2:00 PM, the employee qualifies for lunch and dinner (⅔ of the daily rate).
How Per Diems Work in Hyper
- Configuration by Admins
- Company admins define:
- Daily rates by city, state, or country
- Calculation method (hourly, full, or meal-based)
- Meal exclusions or custom business rules
- Submission by Employees
- Employees select or create a Trip, and Hyper auto-calculates the eligible per diem amount for each travel day.
- Approval Workflow
- Per diem claims are either auto-approved or routed for manager/admin approval, depending on your company policy.
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