OVERVIEW
We are instituting a per diem policy for US hourly non-exempt employees who are required to travel for business purposes to cover meals and incidentals (fees and tips given to porters, baggage carriers, laundry, hotel staff, and staff on ships). Hotel, airfare and rental car will be covered by NFI under the current travel policy.
SCOPE
This policy applies to US hourly non-exempt employees only.
POLICY
The per diem rate will be set at a fixed rate of $59.00 per day of travel. This rate will be effective now through the end of 2023 and will be updated annually thereafter.
The per diem will be a non-taxable payment added to the employee’s paycheck.
A specific template will be used to submit the per diem requests to payroll which will include important information such as employee name and ID, home location, business purpose including travel location and number of days.
Requests should be submitted to payroll by Monday the week prior to any planned travel so the funds are in the employee’s paycheck that Friday before they travel.
Business purpose and reason for travel with dates must be included on the per diem request in the field provided on the template.
No expense report is required from the employee for the meals and incidentals, however managers must provide proof of travel or the per diem will be taken back from the employee. Charges to a corporate credit card for airfare, hotel and/or rental car can be used as proof of travel.
Any other out of pocket expenses (other than meals and incidentals) not covered by the per diem should be submitted through Concur for reimbursement. This includes mileage.
Request per diem template from payroll if needed.
Complete the template per the instructions on the template.
Submit the template to payroll no later than the end of the day on Monday of that pay week.
Templates for per diem should be sent to payroll@nfiindustries.com.
Requests should be submitted to payroll a week ahead of planned travel so that the funds can be included in the employee’s pay prior to travel.
In the event of an operational emergency and a per diem request is needed outside of the normal pay cycle it must be approved by a Director.
No more than one week at a time should be requested. This will prevent potential overpayments to the employee if their travel plans change.
Requests should not be submitted more than one week in advance in case travel plans change.
If an employee returns from their travel early and they were paid for too many travel days please notify payroll so the over advanced per diem can be returned by the employee in their next pay.
If the per diem needs to be charged to the travel location, it must be entered on the template when it is submitted. Any changes that need to be made once payroll is completed must be done through your accountant.
COMPLIANCE
Violations of this policy could result in disciplinary action ranging from counseling and/or the revocation (temporary or permanent) of user access to termination of employment. The users of NFI's network, computer systems and other information technology are responsible for respecting and adhering to all NFI policies and any applicable local, state, federal, and international laws relating to the access and use of computer systems and software. NFI will cooperate fully with appropriate authorities to provide information relating to actual or suspected activity not consistent with the law.
Please use the link below to access the full policy containing information related to travel and expense processes.