Confused About Per Diem Policy? How to Challenge Expense Reimbursement Issues

Our organization is basically into outsourcing skill sets. The company has opened its own individual unit as well apart from outsourcing engineers. The company has a per diem policy for both domestic and international. I have been to domestic onsite implementation for a couple of months. We were given guest house accommodation and cab facility. After finishing the implementation, I submitted the travel expense sheet. I was told that there is no per diem for our unit. I can reimburse the actuals producing the bills. Is there any provision where I can challenge?

Travel reimbursement policies differ from company to company. Check your HR manual. If it states that there is no per diem, then there is indeed no per diem.

Unless there is a separate manual for your individual unit, the manual used by the parent company applies to your unit as well. This is especially true if they are implementing other policies from the parent company's manual.

Hi Deepthi,

There is no separate manual for our unit. I have gone through the HR policy. How can I diplomatically handle it?

Regards, Nitesh.

- Talk to your boss or HR head and get their approval on your travel expense form. This should be enough.

- Additionally, attach a copy of that policy along with your claim form and submit it to your finance department.

- If they reject it, ask them for a document or communication where it is conveyed that per diem is not applicable to your unit.

- Tell them that when they are following all other policies as per the parent company's manual, they cannot isolate this one policy, especially not without a written document stating otherwise.

- However, make sure you don't lose your cool over this, and if after all your trials they still refuse, then leave it at that. Submit your bills and get the reimbursement. Don't pursue the issue forcibly. If you do, they might give you your money just to calm you down, but your reputation will be maligned.

- End the discussion on a cordial tone, requesting them to change this officially to avoid future misinterpretations by other employees.