Category
Travel
Per-Diem Estimator
Estimate gross and net per-diem reimbursement from trip days, daily rate, and provided meals
Estimated time
1 min
Per-Diem Inputs
Estimate gross and net per-diem reimbursement from trip days, daily rate, and meals provided by your employer or event.
Enter your approved daily per-diem rate before meal deductions.
$
Use 0 to 3 depending on how many meals are covered each day. This calculator applies equal meal-share deductions.
Formula Summary
Gross per diem = days x daily rate
Deduction per provided meal = daily rate / 3
Meal deduction = days x meals provided per day x deduction per meal
Net reimbursable = max(gross per diem - meal deduction, 0)
Effective daily allowance = net reimbursable / days
How It Works
Per-diem estimates vary by company policy. This calculator gives a transparent baseline you can adapt to your reimbursement rules.
Meal deductions are modeled separately so you can quickly see how conference-provided or client-provided meals reduce reimbursable totals.
- Gross per diem = days x daily rate.
- Meal deduction assumes meals are an equal-share reduction from daily rate.
- Meals provided per day ranges from 0 to 3 (breakfast, lunch, dinner).
- Net reimbursable = gross per diem - meal deduction (not below zero).
- Effective daily allowance = net reimbursable / days.
Example Calculations
Conference with some provided meals
4 days, $79/day rate, 1 meal provided/day
$316 gross, $105.33 deduction, $210.67 net
Even one provided meal per day can materially reduce reimbursable amount.
Client travel with hotel breakfast
6 days, $68/day rate, 1 meal provided/day
$408 gross, $136.00 deduction, $272.00 net
Longer trips amplify the impact of recurring meal deductions.
Fully catered event days
3 days, $85/day rate, 3 meals provided/day
$255 gross, $255 deduction, $0 net
If all meals are covered, meal-based per-diem reimbursement may be zero under equal-share deduction assumptions.
Frequently Asked Questions
Do all companies deduct meals equally?
No. Some policies weight breakfast, lunch, and dinner differently. This tool uses equal one-third meal shares for a transparent baseline.
What if meals are provided only on some days?
Use an average meals-provided-per-day value (for example, 0.5 or 1.5) to model mixed schedules.
Can net reimbursement go negative?
No. Net reimbursement is floored at zero to avoid negative payout values.
Should lodging be included in per diem?
This estimator focuses on daily allowance logic only. If your policy includes lodging reimbursements, track lodging separately.
Related Calculators
Trip Cost / Travel Budget Calculator
Estimate total travel cost from days, daily budget, lodging nights, and flight costs
Mileage + Fuel Cost Calculator
Estimate gallons needed and fuel cost from distance, MPG, and gas price
Time Zone Trip Planner
Plan arrival local time using departure local time, travel duration, and UTC offsets