If no official table exists for your country, or your allowances differ from the government ones, the Your policy tab lets you maintain your own rates. Two ways to do it.
1. Upload a document (Robert AI)
Click "Upload policy (Robert AI)" and attach your policy. Robert reads the document and extracts the rates by country, city and traveller tier. You then review and confirm each row: nothing is saved until you confirm.
Robert only extracts the numbers from the document — it does not convert, recalculate or infer anything. Rows it is unsure about, or that don't fit the usual shape (for example "80% of the GSA rate"), are flagged and moved to the top of the list so you look at them first.
If Robert misread something, fix the rows right in the review table before confirming. If the document was recognised badly, enter the rates manually — the result is the same.
Formats and limits
- Images: PNG, JPG, WEBP, GIF
- Excel spreadsheets
- Text files: TXT, CSV, Markdown, JSON
- Size — up to 25 MB
Word documents cannot be read directly — save them as PDF.
2. Enter the rates manually
Click "Enter rates" and fill in the table yourself.
Versions and history
Every save creates a new version. The previous one is not deleted, it is marked as outdated. Deleting a policy deactivates it — the history is kept.
That way, a year later you can answer a tax authority's question about which rate the company paid in a specific month. The history keeps the date and the name of whoever confirmed the rates.
Related articles
- Per diem: daily allowances and the per diem calculator
- Per Diem: What It Is and Where the Rates Come From
- Per diem settings: calculation, payout and accounting
- Per Diem Rates Reference
- Per Diem in Trip Budgets and Expenses
- Per diem in an expense report: how each day is calculated
- Presence: counting days spent outside the platform
- Per diem report in Analytics
Still have questions? Message us in the support chat or at support@travel-code.com — include your company name and the destination in question.