Manage per diems by using the Expense management mobile app

Applies To: Project Operations for stocked and Project Operations Integrated with ERP based scenarios.

Per diem expenses refer to daily allowances that are provided to cover the expenses that employees incur while they travel for business purposes. These expenses typically include meals, lodging, and incidental expenses such as transportation and tips. Per diem rates can vary, depending on factors such as the destination, the length of the stay, and the employer's policies.

Per diem allowances simplify the reimbursement process for both employees and employers. Employees don't have to track and submit a receipt for each expense that they incur during travel. Instead, they receive a fixed daily allowance that's based on the location and duration of their trip.

Prerequisites

To use the per diem feature in the Microsoft Dynamics 365 Expense management mobile app, you must use the following versions or later of Dynamics 365 Finance together with the latest quality update (QU):

• 10.0.38 – 10.0.1777.180 or later
• 10.0.39 – 10.0.1860.99 or later

In addition, you must activate the following features:

• Expense reports re-imagined
• Per diem for expense report re-imagined interface

Note

Per diem expense entries adhere to the Per diem for expense report re-imagined interface feature. Users are prevented from editing or modifying per diem expenses that are generated by using the alternative user interface (Expense management > My expenses > Expense report). For more information, see Manage per diem using reimagined interface.

Create per diem expenses - Meal type per day

To enter expenses by using the Expense management mobile app, follow these steps.

1. On the Expense management parameters page, on the Per diem tab, set the Calculate meal reduction by field to Meal type per day.

2. On your mobile device, open the Power Apps mobile app, and then open the Dynamics 365 Expense management mobile app.

3. On the Expenses tab, select the plus sign (+) button.

4. The camera app is opened. Follow one of these steps:

   • Take a photo of a receipt to capture it.
   • Select an existing receipt that was previously captured.
   • Select a receipt to upload from your mobile device.

5. Preview the receipt, and then select Done. If you want to retake the photo, select Retake.

6. In the list of expense categories, select the category that's marked for Per diem for the expense. You can filter the list by entering the name of the expense category.

7. In the Per diem from date and Per diem to date fields, enter the date range of the expense.

8. In the Travel location field, enter the travel destination. The Currency field is automatically set, based on the travel destination.

9. Select Edit meal exclusion to exclude meals.

10. Select Show all to view all the meals per day for inclusion or exclusion.

11. Select Calculate means and incidentals to calculate the amount of meals and incidentals, and the total amount.

12. Select Save to save the details.

13. Select Done to save the expense.

Create per diem expenses - Meal type per trip

To enter expenses by using the Expense management mobile app, follow these steps.

1. On the Expense management parameters page, on the Per diem tab, set the Calculate meal reduction by field to Meal type per trip.

2. On your mobile device, open the Power Apps mobile app, and then open the Dynamics 365 Expense management mobile app.

3. On the Expenses tab, select the plus sign (+) button.

4. The camera app is opened. Follow one of these steps:

   • Take a photo of a receipt to capture it.
   • Select an existing receipt that was previously captured.
   • Select a receipt to upload from your mobile device.

5. Preview the receipt, and then select Done. If you want to retake the photo, select Retake.

6. In the list of expense categories, select the category that's marked for Per diem for the expense. You can filter the list by entering the name of the expense category.

7. In the Per diem from date and Per diem to date fields, enter the date range of the expense.

8. In the Travel location field, enter the travel destination. The Currency field is automatically set, based on the travel destination.

9. Enter the number of breakfasts, lunches, and dinners that are excluded from the allowance.

10. Select Refresh to calculate the amount of meals and incidentals, and the total amount.

11. Select Done to save the expense.

Create per diem expenses - Number of meals per day

To enter expenses by using the Expense management mobile app, follow these steps.

1. On the Expense management parameters page, on the Per diem tab, set the Calculate meal reduction by field to Number of meals per day.

2. On your mobile device, open the Power Apps mobile app, and then open the Dynamics 365 Expense management mobile app.

3. On the Expenses tab, select the plus sign (+) button.

4. The camera app is opened. Follow one of these steps:

   • Take a photo of a receipt to capture it.
   • Select an existing receipt that was previously captured.
   • Select a receipt to upload from your mobile device.

5. Preview the receipt, and then select Done. If you want to retake the photo, select Retake.

6. In the list of expense categories, select the category that's marked for Per diem for the expense. You can filter the list by entering the name of the expense category.

7. In the Per diem from date and Per diem to date fields, enter the date range of the expense.

8. In the Travel location field, enter the travel destination. The Currency field is automatically set, based on the travel destination.

9. Enter the number of breakfasts, lunches, and dinners that are excluded from the allowance.

10. Select Refresh to calculate the amount of meals and incidentals, and the total amount.

11. Select Done to save the expense.

For more information about expense reports, see Manage expense reports by using the Dynamics 365 expense management mobile app.