What is a business trip?
A business trip is a work-related trip during which employees carry out their work outside their regular place of work. This can be, for example, a customer appointment, a visit to a trade fair or a meeting in another city. Daily commuting or permanent transfers are not considered business trips.
Working time regulations for business trips
Whether travel time counts as working time depends on various factors:
- Within regular working hours: Travel times that fall within normal working hours are generally considered working hours.
- Outside of regular working hours: The assessment is more differentiated here. If the employer prescribes the use of a certain means of transport or the travel time is necessary to fulfill the contractual obligations, it can be considered working time.
It is important to observe the legal requirements of the Working Hours Act (ArbZG), particularly with regard to maximum working hours and required rest breaks.
Reimbursement of costs and lump sums
Employers are obliged to reimburse the costs incurred by business trips. This includes
- Travel costs: Reimbursement of costs for public transportation or mileage allowance when using a private vehicle.
- Accommodation costs: Reimbursement of actual hotel costs or payment of a flat-rate accommodation allowance.
- Additional meal expenses: flat rates for additional meal costs, which vary depending on the duration of absence. For example, the lump sum for a full calendar day in Germany is 28 euros.
These flat rates can be adjusted annually and vary depending on the destination and duration of the trip.
Digital support from ZMI
Managing business trips can be complex. This is where ZMI’s time recording solutions offer valuable support.
- Automated time tracking: recording travel and working times in real time.
- Transparent billing: clear presentation of costs and flat rates.
- Compliance with legal requirements: Ensuring compliance with the Working Hours Act.
With ZMI, companies can plan, record and invoice business trips efficiently, reducing administrative work and increasing employee satisfaction.