Per Diem Request Form Template
Streamline Your Per Diem Requests with This User-Friendly Template
Submitting per diem requests shouldn't be a hassle, but many employees struggle to gather all necessary details efficiently. This Per Diem Request Form Template helps HR teams and employees alike streamline travel expense management, ensuring clarity and compliance. You'll enjoy benefits like quick submissions, accurate tracking of expenses, easy adherence to company policies, simplified approvals, and enhanced transparency. Explore how this template can simplify your process today.
When to use this form
Use this form when you need a daily meal and incidentals allowance for business travel. It helps employees, contractors, and field staff who travel overnight to conferences, client sites, or remote job locations. Submit it before the trip to lock the rate by city and dates, or right after travel to confirm the days used. This keeps approvals fast and consistent, and saves you from itemizing small receipts. If you also need to claim airfare, lodging, or registration fees, see the Travel expenses form. When you drove your own vehicle, attach your miles with the Mileage log and expense report form.
Must Ask Per Diem Request Questions
- What is the business purpose of this trip?
This clarifies how the travel supports your work and helps managers decide quickly. A clear purpose also creates an audit trail for policy checks.
- What are the travel dates and destination (city, state/province, country)?
Dates and location are required to apply the correct daily rate and first/last-day rules. They also confirm whether the trip qualifies as overnight travel.
- Which per diem rate applies for this location and dates, and what policy or table supports it?
Tying the amount to a published source reduces disputes and rework. It also ensures consistent, compliant payments across teams.
- Will any meals be provided by the event or client, and should we reduce the allowance?
Provided meals must be deducted to prevent overpayment. For non-covered costs you still need to claim, submit them through the Expense reimbursement form.
- Which cost center, project, or client should we charge?
Funding details route approvals and allow accurate posting to budgets. They also improve reporting on travel spend by team or customer.
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