Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip.

Purpose of Per Diem 

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. Online forms for expense management allows the process to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, managing business processes digitally reduces the amount of time a task would normally take. In addition, it saves costs and increases efficiency. Simply due to process automation.


Expense management using a digital form

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form,  rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem management and eliminate the errors and achieve consistency.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

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Aviation per diem management
Aviation per diem management

What is Per Diem anyway?

Per Diem means Per Day. Also, referred as daily allowance.

It is a particular measure of money an organisation provides for an individual. To be more clear, it is frequently a representative of the organisation.

It covers everyday costs when travelling for work. A per diem can incorporate part, or the majority of the costs acquired. And most companies pay the government rate, which is based on the cost of living in the location being visited.

In aviation, it is usually available to a pilot, flight attendant, crew member or office staff who are travelling for business. Specifically, it is the reimbursement for his or her meals and incidental expenses. And, every airline pays differently per diem rates.

Read – How an aviation company streamlined their HR and Finance processes

One method is employees request the actual cost of meals, lodging, and incidental travel costs may be deducted. That is, subject to certain limitations, providing the invoices and receipts.

On the other hand, there is the allowance method. In short, an employee is only required to prove where they were, and that they were travelling as a requirement of their work. Generally, in the aviation industry, most employees and independent contractors use the allowance method.

How to optimise per diem management

Kianda Forms allow users to manage per diem, all in a single platform. With an automated workflow, flight personnel or office staff can easily make per diem requests. And they can submit their requests, before or after they travel.

This automated process empowers personnel to do their per diem calculations and request rapidly. It is presented as a simple online form where employees can consult what is available to them.

Kianda platform provides capabilities for users to work offline. That is to say, it is highly suitable for industries that involve a lot of remote working, in remote areas.

As employees in the aviation industry frequently fly on long-haul flights, remote access is essential.

With Kianda, they can submit per diem requests, even when they are off-line during a flight.

Employees can easily reach the information they need and submit their requests. More importantly, they can do so without any delays or unnecessary email communications.

Information related to the submissions can be stored in the company’s existing data systems. Moreover, to ensure regulations and compliance, all information can be managed and tracked efficiently.

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Eliminate the errors to bring consistency in your per diem management process. In addition, managing processes digitally reduces the amount of time a task would normally take. Because of this, saving time allows you to instantly save costs. With more time on your hands, you can devote it to other aspects of the business.

Moreover, per diem allowances enable better expense management. As a result, managers have greater control over financial spending across the business.

Discover how Kianda Forms can allow you to achieve great results. Above all, you can take your operations to the next level within Aviation industry with digital process automation.

To see how Kianda can help you, request a free live demo today!

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Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

Kianda is a business process automation platform that allows companies to digitalise and streamline their processes with easily built online forms and workflows.


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