Per Diem Request Form
Capture travel details, GSA-based rates, and any policy exceptions in one clean request. This template helps teams approve per diem faster and keep reimbursement records consistent.
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Overview
This Per Diem Request Form helps travelers and finance teams document business travel reimbursement requests in a structured way. It captures requester information, trip destination, travel dates, purpose, GSA location type, and the requested breakdown for lodging, meals, and incidentals. It also includes fields for lodging provider, lodging rate, policy exceptions, and notes so reviewers can see why the request matches or deviates from policy.
Use this template when your organization reimburses travel using per diem rates instead of requiring every receipt to be itemized. It is a good fit for overnight business travel, conference attendance, client site visits, and trips where the reimbursement amount depends on destination and trip length. The form is also useful when approval must happen before travel or when finance needs a consistent record for audit and coding.
Do not use this form as a substitute for a full expense report when your policy requires line-item receipts for airfare, rental cars, or other non-per-diem costs. It is also not the right tool if your organization has no per diem policy or if travel is so infrequent that a simple manager email is enough. The value of this template comes from standardizing requests that would otherwise be handled inconsistently across departments.
Standards & compliance context
- Per diem requests should align with your internal travel policy and any applicable tax or reimbursement rules for employee travel.
- If your organization uses GSA-based rates, the form should capture the location type and trip dates needed to validate the applicable rate.
- Policy exceptions should be documented before payment whenever possible so approvers can show why a nonstandard amount was allowed.
- Keep the request record with supporting notes and approvals to support audit review and reimbursement documentation.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Requester Information
This section identifies who is asking for reimbursement and who is responsible for approving it.
- Requester Name
- Employee ID
- Department
- Manager Name
Trip Details
This section establishes the travel context that determines whether per diem applies and which rate rules to use.
- Trip Destination
- Travel Start Date
- Travel End Date
- Trip Purpose
- GSA Location Type
Per Diem Breakdown
This section shows how the request total was calculated so reviewers can verify each expense category.
- Number of Travel Days
- Lodging Requested
- Meal Per Diem Requested
- Incidentals Requested
- Requested Daily Rate
- Total Requested Amount
Supporting Details
This section captures lodging specifics, exceptions, and notes that explain unusual or nonstandard requests.
- Lodging Provider
- Lodging Rate per Night
- Policy Exception Requested?
- Exception Details
- Additional Notes
How to use this template
- 1. Set up the form with your company’s travel policy fields, rate rules, and approval requirements before sharing it with employees.
- 2. Have the traveler enter their identity, department, manager, destination, dates, purpose, and the GSA location type for the trip.
- 3. Ask them to complete the per diem breakdown by selecting lodging, meals, and incidentals and entering the requested daily and total amounts.
- 4. Route the form to the manager or finance reviewer so they can confirm the request matches policy and explain any exception details.
- 5. Use the approved form as the reference for reimbursement, then review submitted requests periodically to spot policy gaps or recurring errors.
Best practices
- Use a destination field that captures the city and state or country, because per diem rates often depend on location rather than the employer’s office.
- Require travel start and end dates in a consistent format so reviewers can verify the number of trip days without recalculating it.
- Separate lodging, meals, and incidentals into distinct fields so finance can see which part of the request is driving the total.
- Add a policy exception field with a required explanation whenever the requested amount exceeds the standard rate.
- Preload the form with your organization’s default daily rate logic so travelers are not guessing at the correct amount.
- Ask the traveler to name the lodging provider and rate when lodging is requested, even if the reimbursement is per diem-based.
- Keep manager approval tied to the request record so there is a clear audit trail for reimbursement decisions.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this Per Diem Request Form used for?
It is used to request reimbursement or approval for travel expenses based on per diem rules instead of itemized receipts. The form captures who traveled, where they went, how long the trip lasted, and which expense categories apply. It is especially useful when your organization follows GSA-based rates or a similar internal travel policy.
How often should employees submit this form?
Most organizations use it for each business trip, either before travel for approval or after travel for reimbursement. If your policy allows advance approval for estimated per diem, the form can be submitted before departure and updated after the trip if dates or lodging change. Using one form per trip keeps review and audit trails clear.
Who should complete and approve the request?
The traveler usually completes the form, and a manager, finance reviewer, or travel approver signs off. In some organizations, an operations coordinator or executive assistant may prepare it on behalf of the traveler, but the traveler should still confirm the details. Final approval should come from the person responsible for budget and policy compliance.
Does this form have a compliance angle?
Yes. Per diem requests often need to align with internal travel policy, tax treatment, and location-based rate rules such as GSA schedules. The form helps document the destination, trip dates, lodging, meals, and any exceptions so reviewers can confirm the request is allowed. That record is useful for audits and reimbursement review.
What are the most common mistakes with per diem requests?
Common mistakes include entering the wrong travel dates, using the wrong location type, and requesting amounts that do not match the policy rate. Another frequent issue is leaving out lodging details or failing to explain an exception. These gaps slow approval and can lead to partial reimbursement or rejection.
Can this template be customized for our travel policy?
Yes. You can add fields for advance approval, cost center, project code, receipt upload, or company-specific meal rules. You can also rename sections to match your finance workflow or remove categories that do not apply. The template is a starting point, not a fixed policy document.
What systems does this form integrate with?
It can connect to HR, payroll, expense management, and approval tools through automation or exports. Common integrations include employee directories for requester details, calendar or travel tools for trip dates, and accounting systems for coding the reimbursement. It also works well with document storage for supporting notes and approvals.
How should we roll this out to employees?
Start by aligning the form with your travel policy and approval chain, then publish a short guide showing when to use it. Train frequent travelers and managers on what counts as a valid exception and how to calculate daily rates. A simple rollout with examples usually reduces back-and-forth more than a long policy memo.
How is this better than handling per diem requests by email or chat?
Email and chat make it easy to miss key details like destination type, trip duration, or exception approval. A structured form standardizes the request, speeds review, and creates a record that is easier to audit later. It also reduces the chance that finance has to chase the traveler for missing information.
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