Is your business trip settlement taking forever? See how modern companies do it in 2025

Settling business travel expenses is undoubtedly one of the most time-consuming and complex administrative tasks. This is a particularly significant challenge for companies whose employees regularly travel for business purposes. A modern online travel management platform is transforming travel expense settlement by automating numerous processes. This allows ticket, accommodation, and car rental bookings to be made in one place. Moving business travel organization to the online world positively impacts cost optimization opportunities. Want to learn more? Read on!

Current delegation rates in 2025 – what should you know?

Before we show you how you can simplify the entire business travel management process, let's answer a fundamental question faced by every person responsible for settling business trips. According to the regulations, the following rates apply to domestic travel (source: Rozporządzenie Ministra Rodziny i Polityki Społecznej z dnia 25 października 2022 r. Dz. U. poz. 2302):

• full domestic allowance: 45 PLN per day of business trip,
• lump sum for accommodation: 67.50 PLN (150% of the allowance), if the employer did not provide a hotel,
• rate per kilometre (so-called kilometre allowance) if the employee travels by car:
  • 1.15 PLN for a passenger car with an engine capacity above 900 cm³,
  • 0.89 PLN for a passenger vehicle with an engine capacity of up to 900 cm³.

These rates are used for the manual, time-consuming calculation of the amounts due to an employee who has been on a business trip.

Manual settlement of business trips is a waste of time

If you've stumbled upon this article, you're well aware that traditional travel expense accounting rules are based on many variables. You need to know the current per diem rates and when you're entitled to the full amount and when only a portion. When booking travel for employees, there's also the hassle of comparing ticket and accommodation prices across multiple websites, which is incredibly time-consuming. Then, when you finally manage to plan the travel and your employees return, you're faced with a manual, error-prone process of accounting.

When traveling, employees pay for their business trips; you're left to calculate the flat-rate accommodation fee and the problematic flat-rate transportation fee. Therefore, you have no control over how much will ultimately be spent on company trips, for example, on a monthly or quarterly basis. In turn, employees must devote a lot of attention to gathering documents instead of fully focusing on achieving their business trip goals. Manual travel planning and the old rules for settling business trips are simply ineffective in today's world. You need a modern online tool that will simplify the management of the entire business travel process within your company. Curious? We'll tell you more below!

Delegation reporting: travel report and service report on the worktrips.com platform

If you manage business travel within your company, you probably know how long it takes to create reports. The worktrips.com platform allows you to generate two types of advanced reports in just a few clicks:

• A trip report, a general breakdown of costs that allows for a quick analysis of the budget allocated for a given business trip. It provides a comprehensive financial picture. The report can include all or selected travel expenses that you wish to analyse at a given time.
• The services report, which is a detailed summary that allows you to monitor all travel-related services. The data in the report can be sorted freely, which is helpful in the business trip settlement process.

Travel and service reports allow you to take various steps to optimize the process. This functionality allows you to settle business trips. Takes just a few moments, and you no longer have to spend hours filling out Excel.

Transport and accommodation – full automation of bookings with the worktrips.com platform

The largest costs associated with business travel are transportation and accommodation. How can you optimize your expenses using the worktrips.com platform? We've provided the answer in short sections:

• Booking directly in the system means that transport and accommodation costs are immediately assigned to a specific employee and their business trip. You don't have to manually calculate it.
• Reimbursing transportation and travel expenses is no longer a hassle for you and your traveling employees. Payments are processed centrally through the platform, and your company receives a single, consolidated invoice.
• Forget about the dilemma of whether an employee is entitled to a lump sum for travel - the worktrips.com system allows you to book travel, including car rentals, which eliminates this need.

Comprehensive delegation management: from travel instructions to the final report

With the worktrips.com platform, your entire business trip can be conveniently and continuously monitored. Here are a few simple steps to complete the travel cycle in the system:

1. At the beginning, the employee receives an order to go on a business trip.
2. He independently makes reservations for tickets and accommodation within the framework of the established travel policy.
3. Whether it's a domestic or international trip, it's immediately visible to the person responsible for travel. You can accept the travel request or use the automatic booking acceptance feature, provided it complies with the travel policy.
4. Business travel time can be monitored based on the travel plan and available details. If a business trip needs to be extended, the employee can do so independently in the system, and you have full access to the information.
5. After the delegation ends, you can start settling your business trip expenses almost immediately.

Simplify the process of settling business trips

Modern business travel accounting primarily involves a shift in thinking, shifting from manual, error-prone work to automation and transparency. The technology offered by WorkTrips makes the era of employees having to use personal funds to pay for business trips and then wait for reimbursement a thing of the past. The platform automates a significant portion of business travel-related processes.

We're convinced you need a tool that will make every business trip and its settlement quick, simple, and transparent. By choosing modern solutions, each new business trip request won't involve a mountain of paperwork and manual work. Talk to us and see how the worktips.com system can simplify business travel management in your company.