Per Diem Rates
Allowance Rates
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Office of Allowances

Frequently Asked Questions
Per Diem

1. Q: How often are new per diem rates published? 


A: 
The Office of Allowances issues updated per diem rates once a month, effective the first of each month.

2. Q: How often are per diem rates reviewed to reflect exchange rate changes?
 

A: All per diem rates denominated in a foreign currency are reviewed monthly for the impact of exchange rate fluctuations.  Incremental exchange rate adjustments are not made when a country is experiencing hyperinflation.

3. Q: When will a new per diem survey take effect?
 

A: In order to analyze and publish new per diem rates, post must submit surveys via eAllowances no later than the 10th of the month (opening of business Washington, D.C. time). If the 10th of the month falls on a weekend or holiday, post must submit surveys by open of business on the last Washington working day before the 10th

4. Q: How often should post review per diem rates?
 

A: Office of Allowances recommends that posts check the rates at least once a year. 

5. Q: There is an upcoming POTUS visits, summit, major conference, or other event that will cause hotel costs to increase above the per diem rate, what should we do?
 

A: POTUS visits, summits, major conferences and other events can quickly make the "normal" published rate obsolete, even if only for a very short period of time. The simplest route is to ensure travelers are authorized "actual expenses" at up to 300% of the published per diem rate per 14 FAM 576.2-2 or FTR 301-11.303. Sometimes even that is not adequate. In such cases, Allowances can make a short term change to per diem rates. To do this, communicate early in the planning process with Allowances Team Supervisor covering your region. You'll need to start by providing the reason for a short term adjustment; later, you'll need to submit via eAllowances the special cost data in the timeline outlined in FAQ 3. 

6. Q: What if a location doesn't have a per diem rate but USG employees travel there?
 

A: If there are other sites where USG employees travel relatively frequently, but that are not listed in eAllowances as separate locations, the lead agency at the nearest post should collect and submit survey data for those locations. To determine lead agency go to Allowances by Location, select the applicable country and select "View" under Reporting Schedule. Until a per diem rate is established for that location you should use the per diem rate listed as "Other".

 7. Q: What documentation is required to support reported lodging and meal costs?

 

A: Per DSSR 074.4 the following documentation MUST be submitted with the Hotel and Restaurant Survey (DS-2026) or explanations included in either the DS-2026 Comments sections or on the cover memo:

a.  Submit hotel reservation logs supporting hotels reported

b.  Submit menus (in English) for all restaurants, fast food establishments and cafeterias reported

c.  Explain changes in hotels and/or restaurants previously reported

d.  Explain significant increases in hotel and/or restaurant prices

e.  Explain all prices reported in U.S. Dollars

f.  If applicable, explain new seasonal hotel prices

g.  If applicable, explain why there is not a discounted hotel rate for USG travelers

h.  Report when hotel rates include one or more meals

i.  State whether taxes and/or service charges are already included in reported meal costs

j.  State whether taxes and/or service charges are already included in reported hotel costs

k.  Submit a statement from the postís security and/or medical officer when it is necessary to report hotel restaurants instead of local market establishments

l.  Submit a statement from the postís security and/or medical officer when it is necessary to report superior/deluxe hotels normally reserved for VIPs or Congressional delegations instead of moderately priced adequate hotels

m.  Submit a cover memo signed by the officer responsible for preparing the DS-2026

 

 

Last updated 5/4/2022