Guides
Everything you need to calculate, understand and defend a per diem or mileage claim.
What Is Per Diem? A Plain-English Guide
Per diem is a flat daily allowance for lodging, meals and incidentals on a business trip. Here's how it works, who sets the rates, and how to use it.
5 min read
Is Per Diem Taxable? When It Counts as Income
Per diem within the federal rate, backed by an expense report, is tax-free. Here's when per diem becomes taxable wages and how to keep it clean.
5 min read
The 75% First-and-Last-Day Per Diem Rule
On your first and last day of travel, M&IE per diem is paid at 75%, not 100%. Here's why, and how it changes a trip total.
4 min read
How to Calculate Per Diem for a Business Trip
Step by step: find the GSA rate for your destination, apply the 75% first-and-last-day rule to M&IE, add lodging per night, and total the trip.
6 min read
What Does Per Diem Cover? Lodging, Meals & Incidentals
Per diem covers your hotel (lodging) and your meals and incidentals (M&IE). Here's exactly what's in — and what's not — including incidentals.
4 min read
The GSA M&IE Breakdown, Explained
Every GSA M&IE tier splits into breakfast, lunch, dinner and incidentals. Here's the FY2026 breakdown and how deductions for provided meals work.
4 min read
The 2026 IRS Standard Mileage Rates
The 2026 IRS mileage rates: 72.5¢/mile Jan-Jun, then 76¢/mile from July 1 after a rare mid-year rise. Medical/moving and charity rates too, plus how to use them.
5 min read
Per Diem vs. Actual Expense Reimbursement
Should you use per diem or reimburse actual receipts? A comparison of paperwork, tax treatment, fairness and when each method wins.
5 min read
The Standard CONUS Per Diem Rate, Explained
Most US destinations use the standard CONUS rate — $110 lodging and $68 M&IE for FY2026. Here's when it applies and how it differs from city rates.
4 min read
Travel Nurse Per Diem (Stipends), Explained
How travel-nurse housing and M&IE stipends relate to GSA per diem, and the tax-home rule that keeps them tax-free.
5 min read
Per Diem for Government Contractors
Federal contractors must bill travel at GSA per diem rates. Here's how the FTR/JTR limits flow into a contract and why documentation matters.
5 min read
Why GSA Lodging Rates Change by Month
Many GSA cities have seasonal lodging caps that rise in peak months. Here's why, and how to use the right month's rate for your trip.
3 min read
VA Mileage Reimbursement for Veterans
Veterans enrolled in VA healthcare can be reimbursed for mileage to VA facilities. Here's the rate, eligibility rules, and how to file a travel claim.
5 min read
Calculating Mileage Reimbursement Step by Step
Multiply business miles by the IRS rate, submit a mileage log, and round to two decimal places. Here's exactly how to calculate reimbursement in 2026.
5 min read
Claiming Mileage on Your Taxes: 2026 Guide
Self-employed workers can deduct business miles at the IRS rate on Schedule C — 72.5¢/mile before July 1, 76¢/mile after. Here's what qualifies and how to claim the 2026 mileage deduction.
6 min read
What Is a Travel Stipend? A Complete Guide
A travel stipend is a fixed allowance for business travel costs. Here's how it differs from per diem, how stipends are taxed, and who typically receives one.
5 min read
Mileage Reimbursement Policy: What to Include
A written mileage policy sets the rate, log format, and submission deadline. Here's what every HR team should include and a sample framework to adapt.
6 min read
IRS Accountable Plan Rules for Travel Expenses
Reimbursements under an IRS accountable plan are tax-free for employees. Here's the three-part test your travel expense policy must meet to qualify.
5 min read
How to Set a Per Diem Policy for Your Company
Setting a per diem policy means choosing a rate, defining who qualifies, and establishing the documentation rules. Here's a practical starting point.
6 min read
Per Diem Employee Rights: Are You Entitled?
Most private-sector employees aren't legally entitled to per diem, but some jobs and contracts require it. Here's when and how much you can expect.
5 min read
Travel Expense Reimbursement: A Complete Guide
Travel expense reimbursement covers lodging, meals, mileage and more. This guide explains what qualifies, how to submit, and what stays tax-free.
6 min read
Types of Per Diem Allowances Explained
Per diem comes in two forms: a lodging cap and an M&IE daily amount. Some employers also pay a flat combined stipend. Here's how each type works and is taxed.
5 min read
Mileage Tax Deduction for the Self-Employed
Self-employed workers can deduct business miles on Schedule C at the IRS rate — 72.5¢/mile before July 1, 76¢/mile after. Here's what counts as business use and what records you need.
5 min read
IRS Mileage Reimbursement Rules for Employers
Employers can reimburse business mileage tax-free at the IRS rate under an accountable plan. Here's what to document and when reimbursement becomes taxable.
5 min read
Per Diem Policy Example: A Sample Template
A sample per diem policy covering daily lodging and M&IE limits, the 75% travel-day rule, and the claim submission process your employees should follow.
5 min read
What Is the Federal Travel Regulation (FTR)? The Complete Guide
A plain-English guide to the Federal Travel Regulation (41 CFR Chapters 300-304): what it covers, who must follow it, how it differs from the JTR and DSSR, and how it sets the per diem ceilings contractors and civil servants live by.
11 min read
Per Diem Rates 2026: The Full CONUS Table, Explained
FY2026 per diem rates run $110 lodging plus $68 M&IE for most of the US, but seasonal cities like DC and NYC swing far higher. Here's the full breakdown, with real numbers.
8 min read
Per Diem vs. Mileage Reimbursement: What's the Difference?
Per diem covers lodging and meals; mileage reimbursement covers driving your own car. Learn the difference, when each applies, and how to claim both on one trip.
7 min read
GSA Per Diem Rates Explained: How CONUS Rates Are Set
How the General Services Administration actually calculates GSA per diem rates: the hotel survey data behind the numbers, standard versus non-standard locations, and the annual publishing cycle.
9 min read
Washington DC Per Diem Rate: The Non-Standard Lodging Table Explained
The GSA's Washington DC per diem rate covers far more than the District. Here's the full FY2026 lodging table, the $92 M&IE breakdown, and why rates swing by season.
8 min read
Expense Report Software: What SMBs Actually Need (7 Must-Have Features)
Most expense report software reviews compare tools built for finance teams with dedicated headcount. Here's what a small or mid-sized business actually needs, and which category of tool fits.
8 min read
Per Diem in NYC: How New York's Seasonal GSA Rates Work
New York City's GSA per diem lodging cap swings from $179 to $342 a night across the year. A worked case study shows what that seasonal gap actually costs a real business trip.
8 min read
CONUS Per Diem Rates: How the Standard Rate Applies Nationwide
CONUS covers the 48 contiguous states plus DC. Here's how the GSA standard per diem rate works as the default across nearly all of it, and when a non-standard rate takes over instead.
7 min read
Printable Mileage Log Template: Free IRS-Compliant Log + How to Use It
A free printable mileage log template that meets IRS recordkeeping rules, plus a step-by-step guide to filling it in, totalling it, and keeping it audit-ready.
7 min read
Are Provided Meals Deducted From Your Per Diem?
Yes — a provided meal is deducted from your GSA per diem, but only that meal's exact dollar value, and incidentals are never touched. Here's how the maths works.
7 min read
Best Mileage Tracking Apps Compared: MileIQ vs Everlance vs Free Alternatives
An honest, researched comparison of MileIQ, Everlance, Stride, QuickBooks and Driversnote — pricing, automatic tracking and IRS-compliant exports, plus when a free calculator beats them all.
10 min read
OCONUS vs. CONUS Per Diem: What's the Difference?
CONUS and OCONUS per diem rates are set by different agencies and can vary widely. Here's who sets each rate, why OCONUS often pays more, and where to look yours up.
8 min read
Mileage Reimbursement 2026: What Employers Need to Know
The 2026 IRS mileage rate changed mid-year. Here's what employers need to update in payroll, policy and reimbursement method before year end.
8 min read
The 2026 Mileage Rate Has Already Moved Twice — Here's What That Means
The IRS mileage rate for 2026 didn't just rise once in January — it jumped again in July. A look at the five-year trend, why the rate keeps climbing, and what it costs employers and self-employed drivers.
8 min read
FAVR Mileage Reimbursement: The Alternative to the IRS Standard Rate
FAVR (Fixed and Variable Rate) reimbursement pays employees a monthly amount for fixed vehicle costs plus a variable per-mile rate for fuel and maintenance. Here's how it works, who needs it, and why most small businesses don't.
10 min read