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California State University, Long BeachCalifornia State University, Long Beach

Appendix E

PRORATING PER DIEMS FOR TRAVEL INVOLVING MULTIPLE LOCATIONS

The following method may be used to prorate a per diem(s) when a trip is reimbursable under more than one per diem rate.

The time element charged to each per diem location is prorated based on the number of hours spent at each travel location.  For partial days, hours should be rounded to the nearest quarter day as follows:

  • 3 hours up to 9 hours equals 1/4 day or 25%;
  • 9 hours up to 15 hours equals 1/2 day or 50%;
  • 15 hours up to 21 hours equals 3/4 day or 75%; and
  • 21 hours up to 24 hours equals 1 day or 100%.

Example:  A trip that involved three locations with three different per diem rates took a total of 237 hours, excluding air travel time from normal work location to the first business location and the traveler's return from the last travel location to normal work location.  The time spent at each location was as follows: 53 hours, 145 hours, and 39 hours.  The reimbursable amount of the per diem for each location is calculated as follows:

 
Hours Per Location
Quarter Days
Location Per Diem Rate
Reimbursable Amount
Location 1
53
2.25 (or 2-1/4)
$140.00
$315.00
Location 2
145
6
$152.00
$912.00
Location 3
39
1.75 (or 1-3/4)
$168.00
$294.00
Total
237
$1,521.00