Business trip settlement
Domestic and international business trip calculator
Estimate the per diem, mileage allowance and selected expenses related to a business trip. Settling a business trip does not have to mean entering all costs again. Hotels, transport and car rental can be arranged in advance on worktrips.com, so the calculator focuses primarily on allowances and expenses that need to be settled after the trip.
For an international business trip, calculate the duration from the appropriate moment when the international part of the journey begins (e.g. crossing the border / departure from the last airport in Poland).
Meals provided
Mileage allowance
Additional expenses
NBP exchange rate
By default, the calculator searches for the latest published average NBP exchange rate not later than the selected date. You can change the date.
Stop settling business trips manually
Combine the request, approval, travel booking and settlement in one process on worktrips.com.
Request
Approval
Booking
Settlement
Business trip management and travel booking on one platform
Business trip module organizes the formalities related to business trips, and after approval the employee can proceed to a separate booking section on worktrips.com. This means the request, documents, settlement and travel arrangements are available on one platform while remaining separate functions.
All business trip data in one place
The request, status, documents, per diem, mileage allowance and other expenses are linked to a specific business trip.
Less manual work
Less re-entering of data, passing documents around and manually checking statuses between different people and tools.
Easier settlement after returning
The per diem, mileage allowance, other expenses and documents can all be completed within the same process.
Data ready for further processing
After settlement, the data can be used for reporting, accounting and further processing in ERP systems.
Would you like to have this process in your company?
Book your business trip on worktrips.com
Once the business trip has been approved, the employee can book a flight, hotel, train or rental car on worktrips.com.
Frequently asked questions
The calculator helps calculate allowances related to domestic or international business travel. Based on the information entered, including the duration of the trip, destination country and meals provided, it calculates the applicable per diem. The calculator can also include mileage allowance and other expenses related to the trip.
Yes. The calculator allows you to select either a domestic or an international business trip. For international travel, the per diem depends, among other things, on the destination country, as different countries have different rates and currencies.
Currently, the per diem for each day of a domestic business trip is PLN 45. The final amount depends on the duration of the trip and whether the employee was provided with free meals.
If a domestic business trip lasts less than 8 hours, no per diem is due. For a trip lasting from 8 to 12 hours, 50% of the per diem is due, while trips lasting more than 12 hours qualify for the full per diem. For trips lasting longer than one day, the calculator also takes into account the rules for each subsequent commenced day.
The international per diem depends on the destination country and the duration of the international part of the trip. Each country has a specified rate and currency. For a partial day of international travel, the applicable portion of the per diem is: up to 8 hours – 1/3, more than 8 up to 12 hours – 50%, and more than 12 hours – the full per diem.
The calculator first calculates the applicable per diem in the currency assigned to the relevant country and then converts the result into PLN using the NBP exchange rate applied to the settlement. The result should display the exchange rate used, the exchange rate date and the NBP table, so that the conversion method is clear to the user.
Yes. If a private vehicle was used during the business trip, the calculator can take into account the number of kilometres travelled and the applicable rate per kilometre, then add the calculated amount to the business trip summary.
Yes. Other expenses incurred during the business trip can be added to the calculator and included in the final summary. These may include other justified and documented costs approved by the employer. The regulations allow such expenses to be reimbursed in addition to per diems and other business travel allowances.
Yes. The business trip module on worktrips.com allows business trip settlement to be incorporated into a company’s own process. An employee can submit a request online, send it for approval and, after the trip, complete the per diem, mileage allowance, expenses and documents related to the specific business trip.
For a single trip, the calculator makes it easy to quickly check the amounts due. If a company manages many business trips, a more convenient solution is to combine requests, approvals, documents and settlements into one process.
