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Editable Per Diem Expense Report in PDF

Get this free Per Diem Expense Report Template available in PDF to help track your employees’ business travel expenses on a daily basis.

Editable Per Diem Expense Report in PDF
PDF Template
Free for personal or commercial use. © General Blue

This per diem report in PDF can be used by employees to record lodging, meals, and incidental expenses for each day of business travel.

Per diem rates may vary based on the travel destination. Some cities or states may have higher or lower expense rates depending on their locations.

Many privately owned businesses in the US generally use the General Services Administration as their guide for determining the travel allowances for their employees. However, as a public or privately owned business, how much you allow your employees to spend on business travels is entirely up to you.

As such, this expense report for per diem would be helpful for those who want to track their employees’ daily travel expenses.

The sample per diem expense report include sections for employee name, department, purpose of the trip, employee ID, expense period, date, location, notes, reimbursable percent, lodging, M&IE (meals and incidental expenses), total per diem, and overall total.

For those who prefer a template with formulas, it is recommended to download the pdf or excel version.


  1. Enter employee name, department, and employee ID.

  2. Enter purpose of the trip along with the expense period.

  3. Enter date of travel and corresponding location or travel destination.

  4. Leave comments/notes whenever applicable.

  5. Enter the reimbursable percentage for your expenses according to your company policies. The purpose for this is to know if you will be reimbursed fully or partially for your travel expenses. Some businesses may only allot partial travel allowances (75%) on employees first or last days of travel (as some of those hours may have been spent at home or in the office), while days in between are reimbursable at 100%. However, this percentage may vary per company.

  6. Indicate the per diem rates for your lodging and M&IE (meals and incidental expenses). Enter your daily travel expenses on the designated sections.

Note: Incidental expenses may include tips and transportation costs for ground travel between hotels, airports, restaurants, etc.

  1. Review, email, or print the completed expense report. Receipts of all expenses should be attached along with this expense report for documentation purposes.

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