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Multiple Day Ceiling Calculation of Meals

Deltek Time & Expense handles over-ceiling calculations for meals on a multi-day trip.

This feature allows you to select from the following calculation methods:

  • Total of All Days — Deltek Expense sums the meal amounts for the entire date range and compares that amount to the total ceiling amount for the same number of days. This method allows employees to spend an amount under ceiling one day and over ceiling on another and be fully reimbursed, provided the total net expense does not exceed the ceiling.
  • Each Day — Deltek Expense compares the amount spent each day to the ceiling amount per day. If the amount for a given day is less than that day's ceiling amount, the over ceiling amount is zero. However, if the amount for that day exceeds the ceiling, the amount is over ceiling.

    The below scenario compares how Deltek Time & Expense handles over-ceiling calculations for the two methods described above. For the purpose of this example, we assume a per diem of rate of $64.00 per day, and the following amounts allowed per meal:

  • Breakfast - $12.00
  • Lunch - $18.00
  • Dinner - $31.00
  • Incidentals - $3.00

    The actual meal expenses incurred for the three-day trip total $165.00 with the following breakdown by meal:

  • Day 1 – $52 (First Day Per Diem at 75%)
    • Breakfast - $17.00
    • Lunch – $0.00 (Did not incur)
    • Dinner - $35.00
    • Incidentals - $0.00 (Did not incur)
  • Day 2 - $41
    • Breakfast - $8.00
    • Lunch – $0.00 (Supplied by Client)
    • Dinner - $30.00
    • Incidentals - $3.00
  • Day 3 – $72 (Last Day Per Diem at 75%)
    • Breakfast - $12.00
    • Lunch – $20.00
    • Dinner - $40.00
    • Incidentals - $0.00 (Did not incur)

Total of All Days Ceiling Calculation

When the ceiling calculation is based on a combined total expense amount for the duration of the trip using the conditions outlined above, the over-ceiling amount is $23.00. This is calculated as follows:

  • Ceiling (Day 1 Ceiling + Day 2 Ceiling + Day 3 Ceiling)
    • Day 1 Ceiling = $48 ($64 x 75%)
    • Day 2 Ceiling = $46 ($64 less $18 for Lunch not claimed)
    • Day 2 Ceiling = $48 ($64 x 75%)
    • Ceiling = $142.00
  • Over Ceiling (Incurred - Ceiling, If > 0, Over ceiling = amount, otherwise zero)
    • Incurred Meals = $165.00
    • Ceiling = $142.00
    • Total of All Days Ceiling = $23.00 (Incurred Meals less Ceiling)

Each Day Ceiling Calculation

When the ceiling calculation is based on the total expense amount entered per day of the trip using the sample conditions outlined above, the over-ceiling amount is $33.00. This is calculated as follows:

  • Ceiling (Day 1 Ceiling + Day 2 Ceiling + Day 3 Ceiling)
    • Day 1 Ceiling = $48 ($64 x 75%)
    • Day 2 Ceiling = $46 ($64 less $18 for Lunch not claimed)
    • Day 2 Ceiling = $48 ($64 x 75%)
    • Ceiling = $142.00
  • Over Ceiling (Sum of Over Ceiling by Day)
    • Day 1 – $52 vs. $48 = $4 Over Ceiling
    • Day 2 - $41 vs. $46 = $0 Over Ceiling
    • Day 3 - $72 vs. $48 = $24 Over Ceiling
    • Over Ceiling = $28.00