Calculator Inputs
Formula Used
The calculator estimates reimbursable travel using daily meal allowances, partial travel day percentages, lodging, lodging tax, local transport, one-time fees, exchange conversion, and any travel advance.
- Total trip days = End date - Start date + 1.
- Reimbursable days = Total trip days - Personal days.
- Meal base = First day allowance + full day allowance + last day allowance.
- Meal deduction = Breakfasts × 20% + lunches × 30% + dinners × 50% of the daily meal rate.
- Lodging total = Reimbursable lodging nights × nightly lodging rate.
- Lodging tax = Lodging total × lodging tax percentage.
- Total claim = Meals after deductions + lodging + tax + transport + fees.
- Net due = Converted total claim - advance received.
How to Use This Calculator
- Enter the destination, date range, and preferred currency symbol.
- Add the daily meal allowance and the first, full, and last day percentages.
- Enter any meals supplied by a conference, host, event, or hotel.
- Add lodging rate, lodging tax, transport, and one-time travel fees.
- Enter personal days, non-reimbursable lodging nights, and advances.
- Press the calculate button to show results above the form.
- Review the chart, daily table, and net amount.
- Use CSV or PDF download for records and review.
Example Data Table
| Scenario | Days | Meal Rate | Lodging Rate | Meals Provided | Advance |
|---|---|---|---|---|---|
| Seattle conference | 4 | $74 | $180 | 1 breakfast, 1 lunch | $250 |
| Training trip | 3 | $68 | $160 | 2 breakfasts | $100 |
| Research visit | 5 | $80 | $210 | 1 dinner | $400 |
UW Per Diem Planning Guide
Why Per Diem Planning Matters
A UW per diem estimate helps travelers prepare a clean reimbursement request before a trip begins. It also helps reviewers compare meals, lodging, deductions, taxes, and advances in one place. Travel costs can change quickly. A simple total is often not enough. This calculator separates every major cost group. That makes the estimate easier to audit.
Daily Allowance Control
Travel days are often treated differently from full business days. The first and last days may use a reduced meal percentage. Full days usually receive the standard daily allowance. The calculator lets you adjust each percentage. This is useful when a department uses a different rule, local rate, or approval method. You can also remove personal days from the reimbursable count.
Meal Deductions
Provided meals should reduce the meal claim. A hotel breakfast, hosted lunch, or conference dinner may lower the allowed amount. This tool uses common deduction shares. Breakfast is treated as 20 percent. Lunch is treated as 30 percent. Dinner is treated as 50 percent. The deduction cannot reduce meals below zero.
Lodging and Taxes
Lodging often creates the largest travel cost. Enter the nightly rate and tax percentage. The calculator estimates lodging nights automatically from reimbursable days. You may override the number when the trip has unusual timing. You can also remove non-reimbursable lodging nights. This keeps personal extensions separate from business costs.
Exports and Review
The result table gives a daily view of the claim. The chart shows how costs are distributed across travel dates. CSV export is useful for spreadsheets. PDF export is useful for attaching a quick report. Always compare the estimate with current UW guidance, department rules, and approved rates before submitting.
FAQs
1. What does this UW per diem calculator estimate?
It estimates meal allowance, lodging, lodging tax, local transport, fees, meal deductions, advances, and the final net reimbursement amount.
2. Can I change the first and last day percentages?
Yes. Enter any percentage your department or trip rule requires. The default uses reduced first and last travel day allowances.
3. How are provided meals deducted?
The calculator uses common shares: breakfast 20 percent, lunch 30 percent, and dinner 50 percent of the daily meal rate.
4. Does the tool include lodging tax?
Yes. Enter the lodging tax percentage. The calculator applies it to reimbursable lodging only, not to meals or transport.
5. What are personal days?
Personal days are non-business days during the trip. They reduce reimbursable days and help separate personal travel from claimable costs.
6. Can I export the result?
Yes. Use the CSV button for spreadsheet data. Use the PDF button for a simple report with totals and daily rows.
7. Can this handle foreign currency?
Yes. Enter an exchange rate. The calculator multiplies estimated claim values by that rate before showing the final total.
8. Should I use this as final approval?
No. Use it as an estimate. Always confirm current rates, policies, receipts, approvals, and department requirements before submitting reimbursement.