joint travel per diem

FAC Number: 2024-05 Effective Date: 05/22/2024

31.205-46 Travel costs.

(a) Costs for transportation, lodging, meals, and incidental expenses.

(1) Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in this subsection. Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs for lodging, meals, and incidental expenses may be based on per diem, actual expenses, or a combination thereof, provided the method used results in a reasonable charge.

(2) Except as provided in paragraph (a)(3) of this subsection, costs incurred for lodging, meals, and incidental expenses (as defined in the regulations cited in (a)(2)(i) through (iii) of this section) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the-

(i) Federal Travel Regulations, prescribed by the General Services Administration, for travel in the contiguous United States , available on a subscription basis from the-

Superintendent of Documents

U.S. Government Publishing Office

Washington DC 20402

Stock No.922-002-00000-2;

(ii) Joint Travel Regulation, Volume2, DoD Civilian Personnel, AppendixA, prescribed by the Department of Defense, for travel in Alaska, Hawaii, and outlying areas of the United States , available on a subscription basis from the-

Stock No.908-010-00000-1; or

(iii) Standardized Regulations (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State, for travel in areas not covered in (a)(2)(i) and (ii) of this paragraph, available on a subscription basis from the-

Washington, DC 20402

Stock No.744-008-00000-0.

(3) In special or unusual situations, actual costs in excess of the above-referenced maximum per diem rates are allowable provided that such amounts do not exceed the higher amounts authorized for Federal civilian employees as permitted in the regulations referenced in (a)(2)(i), (ii), or (iii) of this section. For such higher amounts to be allowable, all of the following conditions must be met:

(i) One of the conditions warranting approval of the actual expense method, as set forth in the regulations referenced in paragraphs (a)(2)(i), (ii), or (iii) of this section, must exist.

(ii) A written justification for use of the higher amounts must be approved by an officer of the contractor’s organization or designee to ensure that the authority is properly administered and controlled to prevent abuse.

(iii) If it becomes necessary to exercise the authority to use the higher actual expense method repetitively or on a continuing basis in a particular area, the contractor must obtain advance approval from the contracting officer .

(iv) Documentation to support actual costs incurred shall be in accordance with the contractor’s established practices, subject to paragraph (a)(7) of this section, and provided that a receipt is required for each expenditure of $75.00 or more. The approved justification required by paragraph (a)(3)(ii) of this section and, if applicable, paragraph (a)(3)(iii) of this section must be retained.

(4) Paragraphs (a)(2) and (3) of this section do not incorporate the regulations cited in paragraphs (a)(2)(i), (ii), and (iii) of this section in their entirety. Only the maximum per diem rates, the definitions of lodging, meals, and incidental expenses, and the regulatory coverage dealing with special or unusual situations are incorporated herein.

(5) An advance agreement (see 31.109 ) with respect to compliance with paragraphs (a)(2) and (3) of this subsection may be useful and desirable.

(6) The maximum per diem rates referenced in paragraph (a)(2) of this subsection generally would not constitute a reasonable daily charge-

(i) When no lodging costs are incurred; and/or

(ii) On partial travel days ( e.g., day of departure and return).

Appropriate downward adjustments from the maximum per diem rates would normally be required under these circumstances. While these adjustments need not be calculated in accordance with the Federal Travel Regulation or Joint Travel Regulations, they must result in a reasonable charge.

(7) Costs shall be allowable only if the following information is documented-

(i) Date and place (city, town, or other similar designation) of the expenses;

(ii) Purpose of the trip; and

(iii) Name of person on trip and that person’s title or relationship to the contractor.

(b) Airfare costs in excess of the lowest priced airfare available to the contractor during normal business hours are unallowable except when such accommodations require circuitous routing, require travel during unreasonable hours, excessively prolong travel, result in increased cost that would offset transportation savings, are not reasonably adequate for the physical or medical needs of the traveler, or are not reasonably available to meet mission requirements. However, in order for airfare costs in excess of the above airfare to be allowable, the applicable condition(s) set forth above must be documented and justified.

(1) "Cost of travel by contractor-owned, -leased, or -chartered aircraft," as used in this paragraph, includes the cost of lease, charter, operation (including personnel), maintenance, depreciation , insurance , and other related costs .

(2) The costs of travel by contractor-owned, -leased, or -chartered aircraft are limited to the allowable airfare described in paragraph (b) of this section for the flight destination unless travel by such aircraft is specifically required by contract specification, term, or condition, or a higher amount is approved by the contracting officer . A higher amount may be agreed to when one or more of the circumstances for justifying higher than allowable airfare listed in paragraph (b) of this section are applicable, or when an advance agreement under paragraph (c)(3) of this section has been executed. In all cases, travel by contractor-owned, -leased, or -chartered aircraft must be fully documented and justified. For each contractor-owned, -leased, or -chartered aircraft used for any business purpose which is charged or allocated, directly or indirectly, to a Government contract, the contractor must maintain and make available manifest/logs for all flights on such company aircraft. As a minimum, the manifest/log shall indicate-

(i) Date, time, and points of departure;

(ii) Destination, date, and time of arrival;

(iii) Name of each passenger and relationship to the contractor;

(iv) Authorization for trip; and

(v) Purpose of trip.

(3) Where an advance agreement is proposed (see 31.109 ), consideration may be given to the following:

(i) Whether scheduled commercial airlines or other suitable, less costly, travel facilities are available at reasonable times, with reasonable frequency, and serve the required destinations conveniently.

(ii) Whether increased flexibility in scheduling results in time savings and more effective use of personnel that would outweigh additional travel costs .

(d) Costs of contractor-owned or -leased automobiles, as used in this paragraph, include the costs of lease, operation (including personnel), maintenance, depreciation , insurance , etc. These costs are allowable, if reasonable, to the extent that the automobiles are used for company business. That portion of the cost of company -furnished automobiles that relates to personal use by employees (including transportation to and from work) is compensation for personal services and is unallowable as stated in 31.205-6 (m)(2).

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ACQUISITION.GOV

An official website of the General Services Administration

U.S. Government Accountability Office

DOD Joint Travel Regulations: Actions Are Needed to Clarify Flat Rate Per Diem Policy

What gao found.

Officials at depots responding to a GAO questionnaire identified various benefits, such as cost-savings, and challenges, such as increased processing time for vouchers, resulting from the Department of Defense (DOD) Joint Travel Regulations (JTR) flat rate per diem policy change for long-term temporary duty (TDY) travel. While more than half of depot officials reported that the policy has affected civilian employees' willingness to volunteer for long-term TDYs, a majority of depot officials reported that the policy has generally not affected depot operations.

GAO's review of the JTR and analysis of questionnaire responses found that certain aspects of DOD's flat rate per diem policy are not clear. For example, the requirement to provide lodging receipts for long-term travel was replaced by a requirement to provide proof that lodging costs were incurred, but according to depot officials it is not clear what constitutes proof of lodging. As a result, the majority of the depots still require long-term travelers to submit lodging receipts. Such lack of clarity may hinder DOD's ability to achieve the policy's intended objectives, such as simplifying the administrative aspects of travel.

DOD did not ensure that certain required processes established in DOD guidance were completed prior to the policy's approval, and its assessment of the policy's costs and benefits was not comprehensive. Specifically, GAO found that prior to the flat rate per diem policy's approval certain required steps, such as providing cost data and budgetary impact statements and a legal sufficiency review, were not completed. This occurred because DOD has not established procedures to ensure that these required steps are completed prior to approving a major change to the JTR. Further, although DOD's Defense Travel Management Office (DTMO) estimated total savings of approximately $194 million resulting from the flat rate per diem as of January 2017, GAO found that DOD's cost-savings assessment did not comprehensively consider all potential costs and benefits of the policy change. DOD guidance, which applies to all DOD components, establishes responsibilities for following Office of Management and Budget (OMB) Circular A-94 guidelines concerning benefit-cost analysis of federal programs. OMB Circular A-94 states that a comprehensive enumeration of the different types of benefits and costs, monetized or not, can be helpful in identifying the full range of program effects when conducting a benefit-cost analysis of a policy. However, DTMO's assessment of the JTR policy change was not comprehensive and did not include the full range of potential costs and benefits. For example, it included some potential costs to implement the policy, but not others, such as the cost to update the travel system with the needed functionality to support the policy. DTMO has recently developed a draft Performance Measurement Plan, which officials described as a first step in a larger effort to track and report savings from the flat rate per diem policy. However, GAO's review of the draft plan found that it also does not include a comprehensive approach to capture costs and benefits of the policy. As a result, DOD may not be well positioned to understand whether the flat rate per diem policy is cost-beneficial and meeting its objectives to reduce travel costs without negatively affecting the traveler and the mission.

Why GAO Did This Study

In response to government-wide direction for agencies to reduce travel costs, in November 2014 DOD changed its JTR by instituting a flat rate per diem policy on long-term TDY travel. This policy reduced the locality rate payable for each full day at the location, depending on the duration of the TDY: for TDYs of between 31 and 180 days the flat rate per diem is 75 percent, and for TDYs of greater than 180 days it is 55 percent.

The National Defense Authorization Act for Fiscal Year 2016 included a provision that GAO assess the impact of DOD's policy change to the JTR on shipyard and depot workers. This report assesses the extent to which (1) depot officials identified benefits and challenges resulting from the policy change, and any effects on civilian employees and operations; (2) DOD established clear guidance regarding the policy; and (3) DOD followed its processes when considering the policy change and included an assessment of benefits and costs. GAO collected and analyzed responses to a questionnaire disseminated at DOD's 17 depot maintenance industrial sites, reviewed relevant documentation, and interviewed cognizant officials.

Recommendations

DOD should clarify certain aspects of the flat rate per diem policy; establish procedures to ensure required steps are completed before major JTR policy changes are approved; and ensure that OMB benefit-cost analysis guidelines are followed in future policy assessments. DOD concurred with all four recommendations and highlighted actions it was taking to address each recommendation.

Recommendations for Executive Action

Full report, gao contacts.

Zina Merritt [email protected] (202) 512-4300

Office of Public Affairs

Sarah Kaczmarek Acting Managing Director [email protected] (202) 512-4800

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San Diego Per Diem Rates: Complete List for 2024

You’ve got a business trip to San Diego coming up, and you’re wondering how to manage your expenses. Understanding per diem rates can help you budget effectively and avoid out-of-pocket costs. Let’s break down what per diem in San Diego entails and how it works.

Managing travel expenses can be a hassle, especially when you’re trying to adhere to company or federal guidelines. Knowing what per diem rates cover can make this process smoother and ensure you get reimbursed accurately.

What is Per Diem in San Diego?

Per diem is a daily allowance for expenses incurred while traveling for work. It covers meals, lodging, and incidental expenses like tips and transportation. The U.S. General Services Administration (GSA) sets these rates to standardize reimbursements for federal employees and contractors.

Example of Per Diem Expenses

• Meals : Breakfast, lunch, and dinner costs fall under this category.
• Lodging : Hotel or other accommodation expenses are included.
• Incidental expenses : Tips, local transportation, and other minor costs are covered.

Understanding these categories helps you plan your travel budget and ensures you get reimbursed accurately.

Navigating per diem rates can seem daunting, but it’s crucial for managing your travel budget efficiently. Let’s dive into how San Diego’s per diem works and why you should care.

TIP: For a better understanding of travel-related pay, check out this guide on travel time pay for hourly employees .

How Does San Diego’s Per Diem Work?

When you travel to San Diego for work, your employer reimburses you for travel expenses through per diem rates. These rates cover your daily costs for meals, lodging, and incidental expenses. The U.S. General Services Administration (GSA) sets these rates, and they can vary based on the location and time of year.

Employers use per diem rates to streamline the reimbursement process. Instead of submitting individual receipts for each meal or hotel stay, you receive a daily allowance. This simplifies accounting and ensures you get reimbursed quickly.

Rates vary depending on where you stay in San Diego and the time of year. For example, peak tourist seasons might have higher lodging rates. Always check the current rates before planning your trip to ensure you stay within the allowed budget.

To get reimbursed, you need to submit an expense report. This report should detail your travel dates, the per diem rates for each day, and any additional expenses. Your employer will then review and approve the report, reimbursing you according to the set rates. This process ensures you don’t have to cover work-related travel costs out of pocket.

TIP: Simplify your expense tracking by introducing time tracking to your employees.

Understanding the different per diem rates can help you plan better and ensure you’re fully reimbursed. Let’s explore the types of per diem rates in San Diego.

What are the Types of Per Diem Rates in San Diego?

Lodging per diem rate.

The lodging per diem rate covers the cost of your hotel or other accommodations while you’re in San Diego for work. This rate ensures you have a comfortable place to stay without having to pay out of pocket. The U.S. General Services Administration (GSA) sets these rates based on the average cost of lodging in the area. Depending on the time of year and specific location within San Diego, the lodging rate can vary. Always check the current rate before booking your stay to ensure it falls within the allowed per diem.

Meals and Incidental Expenses (M&IE) Per Diem Rate

The Meals and Incidental Expenses (M&IE) per diem rate covers your daily costs for meals and other minor expenses. This rate includes breakfast, lunch, and dinner, as well as incidental expenses like tips and local transportation. The GSA sets these rates to simplify the reimbursement process, so you don’t need to keep track of every meal receipt. The M&IE rate can vary depending on the location and time of year, so make sure to verify the current rate before your trip. This rate helps you manage your daily expenses without the hassle of detailed accounting.

Combined Per Diem Rate

The combined per diem rate includes both the lodging and M&IE rates, providing a comprehensive daily allowance for all your travel expenses. This rate simplifies budgeting and reimbursement, as it consolidates all your daily costs into a single figure. The combined rate varies based on the specific lodging and M&IE rates for San Diego, which can fluctuate throughout the year. By using the combined rate, you can easily calculate your total travel expenses and ensure you stay within the allowed budget. This approach streamlines the reimbursement process and helps you manage your finances more effectively.

TIP: Ensure accurate payroll by avoiding common payroll errors .

Knowing the per diem rates for 2024 can help you plan your trip to San Diego without financial surprises. Let’s look at what you can expect.

What are the San Diego Per Diem Rates for 2024?

When planning your work trip to San Diego, knowing the per diem rates for 2024 helps you manage your expenses effectively. These rates, set by the U.S. General Services Administration (GSA), vary based on location and time of year, ensuring they reflect the actual cost of living in different areas.

Rates Vary by Location and Time of Year

San Diego’s per diem rates adjust depending on where you stay and the season. For instance, lodging costs might be higher in popular tourist areas or during peak travel months. Always check the specific rates for your destination within San Diego to ensure you stay within the allowed budget.

TIP: Stay compliant with labor laws by understanding federal labor law breaks .

GSA Releases New Rates Annually

The GSA updates per diem rates every year to account for changes in the cost of living and other economic factors. This ensures that the rates remain fair and accurate, providing adequate reimbursement for your travel expenses. For 2024, the GSA has released updated rates for both lodging and meals and incidental expenses (M&IE).

M&IE Rate for San Diego in 2024: $74 per Day

The M&IE rate covers your daily costs for meals and incidental expenses, such as tips and local transportation. For 2024, the M&IE rate for San Diego is set at $74 per day. This rate ensures you can cover your food and minor expenses without needing to submit individual receipts for each meal.

Lodging Rate for San Diego in June 2024: $230 per Night

The lodging rate covers the cost of your hotel or other accommodations. For the first half of 2024, the lodging rate for San Diego was $194 per night. This rate has risen to $230 from June 2024. This rate reflects the average cost of lodging in the area, ensuring you can find comfortable accommodations without exceeding the per diem limit.

Understanding these rates helps you plan your travel budget and ensures you get reimbursed accurately for your expenses. Always check the current rates before your trip to stay within the allowed budget and avoid out-of-pocket costs.

TIP: For effective financial management, learn about creating an effective balance sheet .

Calculating per diem can seem tricky, but with the right steps, you can ensure you’re reimbursed properly. Let’s break down how to do it.

How to Calculate Per Diem in San Diego

Determine the applicable rates.

First, you need to know the current per diem rates for San Diego. The U.S. General Services Administration (GSA) updates these rates annually. Visit the GSA website to find the most recent rates for lodging and meals and incidental expenses (M&IE). Make sure you check the rates for the specific dates and locations of your travel, as they can vary.

TIP: Accurate time tracking is crucial. Learn about time clock rounding rules to ensure precision.

Calculate Total Per Diem

Once you have the applicable rates, calculating your total per diem is straightforward. Multiply the daily lodging rate by the number of nights you will stay. Do the same for the M&IE rate, multiplying it by the number of days you will be traveling. Add these two amounts together to get your total per diem. For example, if the lodging rate is $150 per night and the M&IE rate is $70 per day, and you are traveling for five days and four nights, your calculation would look like this:

• Lodging: $150 x 4 nights = $600
• M&IE: $70 x 5 days = $350
• Total Per Diem: $600 + $350 = $950

Adjust for First and Last Days of Travel

The GSA guidelines specify that the first and last days of travel are reimbursed at 75% of the M&IE rate. This adjustment accounts for partial travel days when you might not incur a full day’s worth of expenses. To calculate this, take the M&IE rate and multiply it by 0.75 for the first and last days. Using the previous example with an M&IE rate of $70:

• First Day: $70 x 0.75 = $52.50
• Last Day: $70 x 0.75 = $52.50

If your trip spans five days, with the first and last days being partial travel days, your total M&IE calculation would be:

• First Day: $52.50
• Last Day: $52.50
• Full Days: $70 x 3 days = $210
• Total M&IE: $52.50 + $52.50 + $210 = $315

Add this adjusted M&IE total to your lodging costs to get the final per diem amount. In this case:

• Lodging: $600
• Adjusted M&IE: $315
• Total Per Diem: $600 + $315 = $915

By following these steps, you can accurately calculate your per diem for a trip to San Diego, ensuring you stay within budget and receive proper reimbursement.

TIP: For more on managing employee schedules and travel, explore managing employee time off requests .

Need some tips to make the most out of your per diem in San Diego? Here’s how you can maximize your allowance.

Auto-convert timesheets into wages, catch errors, pay your team, and file taxes all in one place.

5 Tips for Maximizing Your San Diego Per Diem

Choose accommodations wisely.

Selecting the right accommodation can make a significant difference in staying within your per diem budget. Look for hotels that fall within the lodging per diem rate set by the GSA. Many booking websites allow you to filter options by price, making it easier to find suitable accommodations. Staying within the per diem rate ensures you won’t have to cover extra costs out of pocket. Additionally, consider the location of the hotel. Staying closer to your work site can reduce transportation costs, further maximizing your per diem allowance.

TIP: For hotel managers, using hotel management software solutions can streamline operations and reduce costs.

Plan Meals Carefully

Meals can quickly add up, but planning can help you stay within the M&IE rate. Many hotels offer complimentary breakfasts, which can save you a significant amount over the course of your stay. Take advantage of this perk whenever possible. For lunch and dinner, look for affordable dining options nearby. Researching local restaurants and cafes before your trip can help you find budget-friendly choices. If your hotel room includes a kitchenette, consider preparing some meals yourself. This not only saves money but also allows you to eat healthier options.

Keep Detailed Records

Maintaining detailed records of your expenses is crucial for accurate reimbursement. Save all receipts related to your meals, lodging, and incidental expenses. Use a dedicated folder or app to organize these receipts, making it easier to submit your expense report. Documenting your expenses helps ensure you receive the full per diem allowance and avoids any discrepancies during the reimbursement process. Additionally, keeping detailed records can help you track your spending habits and identify areas where you can save more in the future.

Utilize Per Diem Rates for Budgeting

Using per diem rates as a budgeting tool can help you manage your travel expenses effectively. Before your trip, calculate your total per diem allowance based on the number of days you will be traveling. This gives you a clear understanding of how much you can spend each day on lodging, meals, and incidental expenses. Sticking to this budget helps you avoid overspending and ensures you stay within the allowed per diem rates. Knowing your daily allowance also makes it easier to make informed decisions about where to stay and where to eat.

Understand Your Employer’s Policies

Familiarize yourself with your employer’s travel reimbursement policies to avoid any surprises. Some employers may have specific requirements or limitations regarding per diem reimbursements. For example, they might require you to stay at certain hotels or use specific transportation methods. Understanding these policies helps you comply with your employer’s guidelines and ensures a smooth reimbursement process. If you have any questions, don’t hesitate to ask your HR department or travel coordinator for clarification. Knowing these details in advance can save you time and hassle when submitting your expense report.

• What : Per diem rates help manage business travel expenses in San Diego.
• So What : Ensures you budget right and get reimbursed without personal costs.
• Pros & Cons : Pros: Simplified reimbursement, easier budgeting; Cons: Rates vary by location and season.
• Bottom Line : Know the rates and employer policies to maximize your travel budget.

Ready to simplify your business travel and payroll management? Visit Homebase today and take the hassle out of managing your team’s travel expenses and payroll.

Remember:  This is not legal advice. If you have questions about your particular situation, please consult a lawyer, CPA, or other appropriate professional advisor or agency.

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• Per Diem Lookup

FY 2024 Per Diem Rates for ZIP Code 22401

Daily lodging rates (excluding taxes) | october 2023 - september 2024.

Cities not appearing below may be located within a county for which rates are listed. To determine the county a destination is located in, visit the Census Geocoder .

Meals & Incidentals (M&IE) rates and breakdown Footnotes

Use this table to find the following information for federal employee travel:

Breakfast, lunch, dinner, incidentals - Separate amounts for meals and incidentals. M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Sometimes meal amounts must be deducted from trip voucher. See More Information

First & last day of travel - amount received on the first and last day of travel and equals 75% of total M&IE.

• I'm interested in:

Primary Destination

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Meals & Incidentals

The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your trip voucher. For example, if your trip includes meals that are already paid for by the government (such as through a registration fee for a conference), you will need to deduct those meals from your voucher. Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have different rules that apply for their employees; please check with your organization for more assistance.

First & Last Day of Travel

This column lists the amount federal employees receive for the first and last calendar day of travel. The first and last calendar day of travel is calculated at 75 percent.

Additional per diem topics

• Meals & Incidental Expenses breakdown (M&IE)
• State tax exemption forms
• Factors influencing lodging rates
• Per diem highlights
• Fire safe hotels
• Have a per diem question?
• Downloadable per diem files

Need more information?

• Rates for Alaska, Hawaii, U.S. territories and possessions (set by DoD)
• Rates in foreign countries (set by State Dept.)

Related topics

• Travel resources
• E-Gov Travel
• POV mileage reimbursement rates

PER DIEM LOOK-UP

1 choose a location.

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Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.