Per Diem Rate Calculator
Calculate UN and INGO per diem rates by country and city for humanitarian travel. Enter values for instant results with step-by-step formulas.
Reviewed for accuracy by Daniel Agrici, Founder & Lead Developer
Per Diem Rate Calculator
Calculator
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Formula: Total Per Diem = (Daily Rate - Meal Deductions) × Travel Days
Worked example — Daily Rate: $322 | Total (7 days): $2,093 adjusted | $2,254 standard
Formula
Total Per Diem = (Daily Rate - Meal Deductions) × Travel Days
Per diem rates are set by country and organization type. Deductions are applied for meals provided (typically 12% per meal). Arrival and departure days are often paid at 75% of the full rate. The calculator shows both standard and adjusted totals.
Worked Examples
Example 1: UN Field Trip to Kenya
Problem:A UN staff member travels to Kenya for 7 days. No meals are provided. Hotel accommodation.
Solution:UN DSA rate for Kenya: $322/day Travel days: 7 Meals provided: 0 Arrival day (75%): $322 × 0.75 = $241.50 Departure day (75%): $322 × 0.75 = $241.50 Full days (5): $322 × 5 = $1,610 Total: $241.50 + $241.50 + $1,610 = $2,093
Result:Daily Rate: $322 | Total (7 days): $2,093 adjusted | $2,254 standard
Example 2: INGO Mission to Bangladesh with Meals
Problem:An INGO worker travels to Bangladesh for 10 days. Lunch and dinner are provided at the guesthouse.
Solution:INGO rate for Bangladesh: $180/day Meals provided: 2 per day Meal deduction: $180 × 0.12 × 2 = $43.20/day Adjusted daily rate: $180 - $43.20 = $136.80 Total for 10 days: $136.80 × 10 = $1,368
Result:Daily Rate: $180 | Adjusted: $136.80/day | Total (10 days): $1,368
Frequently Asked Questions
What is a per diem rate and how is it determined?
A per diem rate is a daily allowance paid to employees or consultants to cover lodging, meals, and incidental expenses while traveling on official business. The term comes from the Latin phrase meaning 'per day.' Per diem rates are determined by organizations based on the cost of living in the destination city or country. The United Nations uses the Daily Subsistence Allowance (DSA) rates set by the International Civil Service Commission (ICSC), which are reviewed and updated regularly based on hotel surveys and cost-of-living data. The US Government rates are set by the General Services Administration (GSA) for domestic travel and the State Department for international travel. INGOs often set their own rates, sometimes referencing UN or government rates, and typically set them slightly below UN levels to reflect their nonprofit budgets.
How do UN DSA rates work for humanitarian workers?
The UN Daily Subsistence Allowance is a standardized payment covering accommodation, meals, and incidental expenses during official travel. DSA rates vary by country and sometimes by city within a country, with capital cities often having higher rates than rural areas. The rate is paid as a flat daily allowance regardless of actual expenses, meaning travelers who spend less keep the difference. For the arrival and departure days, UN policy typically pays 75 percent of the full rate. When accommodation is provided by the organization (such as in guesthouses or compounds), the DSA is reduced, usually to 40 percent of the full rate for meals and incidentals only. If meals are also provided, further deductions apply. DSA rates are published by the ICSC and updated monthly based on cost-of-living surveys in each duty station.
What expenses does per diem cover?
Per diem typically covers three categories of expenses during official travel. First, lodging costs including hotel rooms or guesthouse accommodation at the destination. Second, meals including breakfast, lunch, dinner, and associated tips. Third, incidental expenses such as laundry, local transportation to meals, tips to hotel staff, and small personal necessities. Per diem does not usually cover airfare, long-distance transportation, visa fees, vaccination costs, excess baggage charges, or personal phone calls. Some organizations split per diem into separate lodging and meals-and-incidentals components, allowing different rates for each. When meals are provided by the hosting organization or included in a conference registration, the meals portion of per diem is typically reduced by a set percentage for each meal provided.
How are per diem deductions calculated when meals are provided?
When meals are provided during travel, organizations reduce the per diem to avoid double-paying for food expenses. The deduction method varies by organization. The US Government uses a fixed percentage for each meal: typically 20 percent of the meals-and-incidentals rate for breakfast, 30 percent for lunch, and 50 percent for dinner. The UN system deducts a fixed percentage per meal from the overall DSA, usually around 12 percent per meal. For example, if the DSA is $300 and two meals are provided, the deduction would be approximately $72 ($300 times 0.12 times 2), resulting in an adjusted daily rate of $228. Some INGOs use a simplified approach where each meal reduces per diem by a flat amount. Travelers should document which meals were provided and report them on their expense claims to ensure proper deduction.
What is the difference between per diem and actual expense reimbursement?
Per diem and actual expense reimbursement are two different approaches to covering travel costs. Per diem pays a fixed daily amount regardless of what the traveler actually spends. This simplifies administration, reduces paperwork (no receipts needed for individual meals), and provides predictability for both the organization and the traveler. If the traveler spends less than the per diem, they keep the difference. With actual expense reimbursement, the traveler is reimbursed for exactly what they spend, requiring receipts for every expense. This may result in higher or lower payments than per diem. Some organizations use a hybrid approach where lodging is reimbursed at actual cost (up to a ceiling) while meals are covered by a flat per diem. Government agencies and large NGOs generally prefer per diem for its administrative efficiency and budget predictability.
References
Reviewed for accuracy by Daniel Agrici, Founder & Lead Developer · Editorial policy
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