Travel Per Diem Calculator

About the Travel Per Diem Calculator

Per diem rates are daily allowances provided by employers or government agencies to cover lodging and meals & incidental expenses (M&IE) during business travel. The travel per diem calculator helps you estimate the total allowance based on lodging, M&IE, and number of travel days.

The U.S. General Services Administration (GSA) publishes federal per diem rates, and many private employers use those schedules as a benchmark. Rates vary by destination, with higher-cost cities receiving higher lodging and M&IE allowances.

This calculator computes the daily per diem, total trip per diem, and the lodging/M&IE breakdown for planning or expense-report review.

When This Page Helps

Per diem simplifies expense management. Instead of tracking every meal, you work from a daily allowance. This calculator helps you estimate the expected total before the trip and verify the arithmetic afterward.

How to Use the Inputs

1. Enter the daily lodging per diem rate for your destination.
2. Enter the daily M&IE (meals & incidentals) rate.
3. Enter the number of travel days.
4. Review the total per diem, lodging total, and M&IE total.
5. Compare with GSA rates for your destination if needed.

Example Calculation

Tips & Best Practices

• Check GSA.gov for the per diem schedule that matches your destination and trip dates.
• First and last travel days typically receive 75% of the M&IE rate.
• If your employer's per diem exceeds actual costs, the difference may be taxable income.
• Keep receipts even with per diem — some companies require them for lodging.
• M&IE covers meals, tips, room service, and laundry.
• Some high-cost cities have lodging rates exceeding $250/night.

Understanding GSA Per Diem Rates

GSA updates per diem rates annually on October 1st. Rates are based on average daily rate (ADR) data from the lodging industry. High-cost cities like DC, NYC, and San Francisco have the highest rates.

Per Diem for Private Companies

While not required to follow GSA rates, most companies use them as a baseline. Some offer a flat per diem, while others reimburse actual expenses up to a cap.

International Per Diem

The Department of State sets per diem rates for international destinations. These rates account for local cost of living and fluctuate with currency exchange rates.

Frequently Asked Questions

• What is the standard per diem rate?

  GSA publishes a standard CONUS rate plus higher rates for many non-standard areas. The exact lodging and M&IE amounts depend on the fiscal year and destination, so use the published schedule that matches the trip you are modeling.

• Do I need to return unused per diem?

  Under the GSA's accountable plan, no. If you spend less than your per diem on meals, you keep the difference. Lodging per diem typically requires receipts.

• Is per diem taxable?

  Under an accountable plan (requires business purpose and timely reporting), per diem is not taxable up to the GSA rate. Amounts exceeding the GSA rate are taxable.

• What does M&IE include?

  Meals & Incidental Expenses covers breakfast, lunch, dinner, tips for meal-related services, and incidentals like laundry and dry cleaning. It does not include transportation, lodging, or entertainment expenses.

• How do I find the per diem rate for my destination?

  Visit gsa.gov/perdiem and search by city and state. International rates are set by the State Department at aoprals.state.gov.

• Can the per diem rate change during a trip?

  Yes, if your destination changes mid-trip. Each day uses the per diem rate for the city where you spend the night.