Overview
Our long-standing client—a global aviation leader managing operations across 150+ airports with 150 aircraft and 10.1 million passengers annually—faced mounting inefficiencies in crew allowance (Per Diem) processing. Manual calculations, regulatory complexities, and lack of standardization risked underpayments, overpayments, and compliance breaches.
Industry
Aviation
Services
Allowance Management System (Per Diem Automation)
Platform
4 Months
To improve efficiency and ensure compliance, the client partnered with us to build a smart Per Diem System that automates allowance calculations, provides clear reporting, and delivers real-time insights for accurate and transparent crew compensation.
Our long-standing client—a global aviation leader managing operations across 150+ airports with 150 aircraft and 10.1 million passengers annually—faced mounting inefficiencies in crew allowance (Per Diem) processing. Manual calculations, regulatory complexities, and lack of standardization risked underpayments, overpayments, and compliance breaches.
Industry
Aviation
Services
Allowance Management System (Per Diem Automation)
Platform
4 Months
The Challenges
1
Manual Calculations,
Maximum Risk
Allowance computation relied on manual validation and static spreadsheets, increasing chances of human error and delay.
2
Compliance Complexity
Frequent rule changes, rest-hour slabs, exclusions (e.g., freelancers), and cross-month calculations made accurate compliance tracking difficult.
3
Disconnected Workflows
Data had to be collected from the Crew system, processed, validated, then emailed across multiple departments and tools—slowing down the monthly process.
4
No Self-Serve Transparency
Crew members lacked access to historical per diem data and had no direct way to raise discrepancies, leading to communication gaps and delays.
5
Scalability Bottlenecks
Any extension to other client entities or introduction of new rules would require significant manual effort and technical overhead.
Solutionsby DnT Infotech
Automated Calculation Engine with Rule Configurability
Designed a dynamic engine using client-defined rules (including rest hour slabs, location-based rules, and exclusions). Admins can configure or update rates easily, even mid-month.
Integrated Crew System Data Pipeline
Seamless integration with Crew system fetches and pre-processes crew duty data, ensuring accurate input for allowance computation.
Centralized Admin Dashboard
Admin users can filter, validate, and alter records before approval. Reports are dispatched in structured formats (PDF, Excel, PRN) per recipient requirement.
Built-in Exception Handling for Edge Scenarios
Covered complexities like month-end split duties, simulator-based per diems, and up-and-down duties—ensuring complete compliance and audit readiness.
Future-Ready Architecture
Developed with scalability and modularity in mind—ready for rollout to additional entities. Designed for potential crew-side access in future phases.
Impact on the Business
Accuracy with Compliance Built-In
100% rule-based allowance computation removed ambiguity and ensured compliance with client entities and regional requirements.
Monthly Processing Time Reduced by 75%
Background calculations and streamlined workflows cut manual effort, enabling reporting in under 15 minutes.
Fewer Discrepancies, Happier Crew
Transparent and structured communication (email dispatch with per diem details) improved crew trust and reduced back-and-forth clarifications.
Modular Design, Maximum Flexibility
Microservices architecture allowed seamless updates to rules, rest hour slabs, and premiums without downtime or system overhaul.
Audit Trail and Region-Based Access Control
Full action logs and user-specific access aligned with security best practices and audit requirements.
Conclusion
With the Per Diem Automation System, DnT Infotech empowered the client to modernize one of their most complex crew management processes. By replacing spreadsheets and manual validations with rule-driven automation and seamless integrations, we unlocked efficiency, accuracy, and scalability—further strengthening the client’s position as a global aviation leader prepared for future operational demands.
HEAR FROM OUR CUSTOMER
What our client says
about working with us
DnT Infotech’s Per Diem Automation has completely transformed our crew allowance process. By eliminating manual tasks and embedding a scalable, rule-based framework, it has significantly improved accuracy, reduced administrative overhead, and ensured full compliance with company and regulatory policies. This automation not only drives measurable cost savings and operational efficiency today but also positions us to seamlessly support future growth—perfectly aligning technology innovation with our broader business excellence goals.
Global Aviation Client
Head of Crew Training & Administration