/expense/faq/travel_expense_registration/allowances section 2026-05-11T13:56:21+02:00 # Allowances Here you'll find answers to the most frequently asked questions about allowances. /expense/faq/travel_expense_registration/allowances/how_do_i_register_allowance page 2026-05-11T13:56:21+02:00 # How do I register an allowance? ## What is allowance? When you travel for work, you might be entitled to an allowance. This meant for you to be able to pay for meals during your travel period. The amount of allowance is determined by the duration of your travel and the type of lodging you spent overnight (if your travel included multiple days). ### What meals are covered? All meals that you have paid for yourself that are not included in another bill you have expensed. This means that for the the following examples, you are not entitled to an allowance: - Someone other than you paid for your meal. Think of a colleague, a customer or your manager. - Your meal was part of a hotel bill that was either paid by you and expensed separately or paid by your employer directly. ### How should I register meals? Expense calculates the amount of meals you are entitled to based on the dates and times you have added for your travel. For each of these meals you can indicate if this: - Was paid by you, included in your allowance. - Was not paid by you, deducted from your allowance. ### Why do I see three meals when traveling half a day? Legislation states that whenever traveling for a certain period you are entitled to allowance divided over three meals. This gives you flexibility in indicating which meals should be deducted from your allowance. ### Why is breakfast shown first while I started traveling in the afternoon? Expense always show three meal options if you are entitled to it regardless of when your travel started. The order of which the meals are shown say nothing about when your travel started. /expense/faq/travel_expense_registration/allowances/allowance_long_distance_transport_drivers page 2026-05-11T13:56:21+02:00 # How do I register an allowance as a long-distance driver? ## How do I register an allowance as a long-distance driver? - Create an allowance registration. - Select **Long distance transport drivers** from the allowance type dropdown list. - The system will then apply the rules for long-distance transport. ### How is the allowance calculated? - Allowance is only calculated for entire 24-hour periods. - Example: A trip lasting 32 hours qualifies for 1 day allowance. ### Is meal deduction calculated? No. Meal deduction does not apply to the allowance type for long-distance drivers. ### Is night allowance calculated? No. Night allowance does not apply to the allowance type for long-distance drivers. /expense/faq/travel_expense_registration/allowances/regular_day_travel page 2026-05-11T13:56:21+02:00 # 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.