What does “Regular day travel” mean?

A regular day travel is a work trip you take regularly, for example, sales trips. These trips are considered part of your normal work routine and follow specific rules for tax calculation.

Even if you incur meal expenses during a business trip, this does not automatically entitle you to tax-free reimbursement from your employer. A meal expense refers to an additional cost for food incurred specifically because of the trip.

The key factor for tax-free reimbursement is not what you actually spent on food. The assessment of additional costs is based on whether you would normally incur extra expenses on this type of trip.

How do I know if I have access to register regular day travels?

Only an administrator can grant access to this feature.

If you see the Regular day travel field when registering a new trip, you have access. If the field does not appear, you need to contact your administrator.

What happens when I check Regular day travel?

When the field is selected, Expense automatically calculates the correct allowance and tax according to the rules for regular day travels.

What if my trip is not regular?

If the trip is not part of your routine work travels, deselect the Regular day travel checkbox before saving. The trip will then be treated as a standard business trip.

How is the allowance for regular day travels calculated?

Expense automatically calculates the following:

• Trips lasting 6–12 hours or over 12 hours without overnight stay (domestic and international) fully taxable allowance.
• Trips lasting at least 5 hours between 22:00–06:00 a tax-free rate is automatically applied.

The system handles all calculations automatically based on trip duration and time.

Can I change a registered trip from regular to non-regular?

Yes. Open the trip, deselect Regular day travel, and save the change. The system will automatically update the calculation.

What happens if I select Regular day travel and register a trip with an overnight stay?

When you register a trip with an overnight stay, the system automatically deselects Regular day travel. This ensures the trip is processed correctly according to allowance and tax rules.

The system will automatically calculate the correct taxable and tax-free allowance based on the trip, including the overnight stay.

You do not need to make any manual changes, the calculation is handled automatically.