Per Diem: Import and Settings

 Import Per Diem Rates

Import the Current Year's Per Diem Rates

At the beginning of each calendar year, Expense makes the latest Skatteverket per diem rates available.

To import them:

1. Locate the blue notification box on the Expense homepage:

Import Skatteverket's Per Diems for the Current Year

1. Click the notification.

✅ The import wizard will open.

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Select Countries

1. Click Countries
2. Choose:
   • Specific countries relevant to your organization, or
   • Select All to import all available countries

✅ This ensures the required domestic and international rates are available.

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Import the Rates

1. Click Import

✅ The current year's per diem rates are now available in Expense.

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Important: Annual Import Required

Review New Rates Each Year

Although Expense updates and prepares the latest rates annually:

• ✅ Updated rates are made available automatically
• ⚠️ Administrators must manually import them
• 🔔 Expense will notify users when new rates are available

This helps ensure your organization always uses the correct allowances.

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Configure Per Diem Settings

Review Current Per Diem Rates

To view and manage per diem settings:

1. Navigate to:

Administration > Per Diems

1. Review the current domestic and international rates

✅ The rates are based on Skatteverket recommendations.

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Manage Single-Day Allowances

If your company uses single-day per diem allowances:

1. Open:

This Year's Per Diem

1. Review the calculation module
2. Configure the applicable rules

✅ Single-day per diem calculations are now configured.

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Review Meal Types

Meal deductions affect the final allowance calculation.

Review:

• 🍳 Breakfast
• 🥗 Lunch
• 🍽️ Dinner

Adjust the settings according to your company's policy.

If no changes are made:

✅ Expense uses the standard Skatteverket recommendations.

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Configure Taxable Components

Some organizations provide additional taxable travel allowances.

To configure taxable amounts:

1. Click:

Taxable Components

1. Enter the applicable amount
2. Save your changes

✅ Taxable per diem components will be included in future calculations.

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What Expense Updates Each Year

Each year Expense provides updated:

• 🇸🇪 Domestic per diem rates
• 🌍 International per diem rates
• 🍽️ Meal reduction values
• 📊 Tax-related allowance settings

Administrators only need to:

• Import the updated rates
• Review company-specific settings
• Adjust policies where necessary

✅ The system handles the rest.

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Benefits of Managing Per Diems in Expense

Accurate Allowance Calculations

Automatically calculate domestic and international per diems using current rates.

Reduced Administration

Avoid manually updating travel allowance calculations.

Improved Compliance

Follow current tax authority recommendations and regulations.

Flexible Company Policies

Customize meals, taxable components, and travel rules to suit your organization.

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💡 Best Practice Tips

Import Rates Early Each Year

Import the updated rates as soon as they become available.

Import All Countries

Even if you don't currently travel to every location, importing all countries prevents future administrative work.

Review Meal Reduction Rules

Verify that company policies align with the configured meal deductions.

Test Before Processing Travel Reports

Create a sample travel report to confirm calculations are working as expected.

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Frequently Asked Questions (FAQ)

Do per diem rates update automatically?

Expense makes the updated rates available automatically, but administrators must manually import them each year.

Where do I import new per diem rates?

Use the notification on the homepage:

Import Skatteverket's Per Diems for the Current Year

Can I import only specific countries?

Yes. You can select individual countries or import all available countries.

Can meal deductions be customized?

Yes. Meal types and deductions can be adjusted according to company policy.

Can I add taxable travel allowances?

Yes. Taxable components can be configured under Taxable Components.

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Summary

• ✈️ Import updated per diem rates annually
• 🌍 Select the countries relevant to your organization
• ✅ Review rates under Administration > Per Diems
• 🍽️ Configure meal deductions and allowance rules
• 💰 Add taxable components when required
• 🔔 Watch for annual import notifications from Expense
• 🚀 Keep travel reimbursements accurate and compliant with current per diem regulations