Simple travel expenses for entrepreneurs & employees - apps & templates

Employees who travel on official business are entitled to be reimbursed for their travel expenses. A travel statement serves as a document confirming travel expenses. Here you can read more about how to write a travel statement, the rules that apply and much more.

What is a travel statement?

When traveling on official business, employees must submit a travel statement to be reimbursed for their travel expenses. Business travel refers to travel undertaken on behalf of the employer. The travel allowance only covers expenses for travel to places other than the usual place of work.

The travel statement ensures that the employee is properly reimbursed for their expenses. The amount of financial reimbursement the employee can receive for a business trip depends on various factors, such as the number of travel days.

What a travel statement should contain

In order to provide correct information to the tax authorities, it is important that the travel claim is completed correctly. It is the employee's responsibility to complete the travel expense report so that all information is included, although the information is always checked before certification.

A travel statement should contain the following information

• Employment number
• Name of the employee
• Dates of both departure and return
• Start and final destination of the trip
• Purpose of the mission
• Department or cost centre
• Receipts supporting the costs related to the mission.

Mileage reimbursement in travel expenses

Keep in mind that an employee who uses either a company car or a private car should include mileage reimbursement in his or her travel statement. For someone who makes frequent business trips by car, it is recommended to keep a mileage log. This makes it easier to both report and keep track of how much an employee has driven on business.

A mileage log is also very helpful when dealing with the tax authorities. It serves as proof of how much an employee has driven on business, thus avoiding residual tax.

Accounting and payment of travel expenses

Costs and expenses related to a business trip must be accounted for immediately in a travel statement. Therefore, it is a good idea for an employee to get into the habit of making a travel statement immediately after the end of the trip.

There are no statutory rules on when an employee must submit a travel claim, so the rules may differ between companies and organizations. The same applies to when expenses itemized in a travel claim are reimbursed. In general, however, the employer covers the employee's costs closely related to the business trip.

The financial compensation paid by an employer for travel expenses can be in the form of, for example, subsistence allowances and mileage allowances.

Create and manage travel expenses

A travel statement can be created digitally or on paper. It is important that all necessary information is included. Companies can use ready-made solutions such as Fortnox, Visma, Agda or Hogia to easily create travel expenses. Another tool is Flex Travel Expenses, which includes tools such as ready-made templates for travel expenses and mileage logs. This simplifies documentation and the process of completing and approving travel claims, which is beneficial for companies with frequent business trips.

Template for writing travel expenses

The format of the travel statement is less important. It can be created as an Office document or via a travel expense app. Use ready-made templates to ensure all necessary information is included and to streamline the process.

It can be an advantage to use a ready-made template to make sure that all necessary information is included in the travel claim. A ready-made template will also speed up the process of completing and certifying the travel claim, which is beneficial in businesses where business travel is frequent.

A travel statement should always be kept

A completed travel statement is then submitted for certification by the person responsible in the company's finance or HR department. The travel expense report and associated receipts should always be saved. It is both a basis for bookkeeping and a document that, in contact with the Swedish Tax Agency, confirms the employee's right to deductible financial compensation.

Rules and guidelines

The rules that apply are defined by the Swedish Tax Agency. There is a standard level of reimbursement that an employer can pay completely tax-free on the basis of a travel invoice. Allowance to cover increased living expenses during a business trip is a type of compensation that needs to comply with the Swedish Tax Agency's standard amount.

If there are expenses in the travel account that exceed the flat rate, an employer can still choose to pay full reimbursement. However, remember that the part that exceeds the standard amount is counted as normal salary and is therefore taxable.

Simplified accounting of travel expenses

Mynt offers business cards with integrated expense management that makes accounting and management of travel expenses much easier. Smart features, such as easy categorization of expenses, automatic VAT calculation and digital receipt management, make it easier to create a travel expense report and gain control over your company's expenses.

Sources

Swedish Tax Agency - Legal guidance

Swedish Tax Agency - Legal guidance Article 2

Swedish Tax Agency - Car benefit

Skatteverket - Car and travel expenses

Swedish Tax Agency - Allowances