Business travel plays a crucial role in the modern business world, enabling professionals to make connections, close deals and enter global markets. The advantages of a business trip are clear, but employees have many questions. Because when does it become a business trip? Who will cover the costs? And how are my working hours regulated? This guide answers all the important questions about business travel if you work for a German company.
1. What is a business trip?
A business trip is a travel journey that a professional takes to achieve business goals, such as attending meetings, conferences, negotiations, or customer appointments. It serves to promote the interests of the company and advance business operations. It always takes place outside the usual workplace, so it requires a change of location for work-related reasons.
2. Why are business trips so important?
Business travel is perfect for building personal relationships, a better understanding of customer needs, monitoring projects, exploring new markets, and strengthening business partnerships. They enable companies to operate globally, identify growth opportunities, and increase competitiveness.
3. How long does a business trip last?
A business trip is only considered such if the employee invests at least eight hours of his working time on the trip. The duration of a business trip can vary depending on the purpose and scope, from just one day to several weeks or even months. It depends on the specific needs of the business and the goals of the trip.
4. What working hours count during a business trip?
Working hours during a business trip include all activities that are directly related to the business objectives of the trip, such as meetings, presentations, negotiations, and customer discussions. Working hours per day, as well as at home, may only exceed eight hours in exceptional cases and break times should still be observed. Travel time and waiting time can also be considered working time under certain circumstances. This should be clearly defined in the company guidelines and regulated in advance.
5. Who pays for the business trip?
Travel costs are generally considered business expenses. That is, typically the company covers the costs of a business trip, including air and train tickets, accommodation, meals, local transportation, and other relevant expenses. However, if the journey is made in a private car due to the minimal distance, a flat rate per kilometer is usually paid. The employer also covers the following costs: parking fees, fees for business calls, international health insurance, and additional expenses such as tolls or tips for business meals. It´s important to check the company policies in advance.
6. How do I plan a business trip?
A successful business trip requires careful planning and organization. This includes:
Setting a budget.
The selection of travel dates/period.
Applying for a visa (if necessary).
Getting travel health insurance.
Obtaining a credit card.
Booking flights & accommodation.
Creating a detailed travel plan.
Taking specific requirements & preferences into account.
7. Checklist of the most important documents:
Travel documents & tickets
Valid passport, if applicable ID card
Copy of identification documents
Visa (if required)
Driver´s license
Travel health insurance declaration
Cash in local currency
Credit card
Business Cards
Emergency number in case of theft/loss
Personal emergency contact details
8. What do I have to prove on a business trip?
To prove the costs of a business trip, all relevant receipts and documents should be carefully retained, including invoices, receipts, tickets, and confirmations. Be sure to keep copies of airline tickets, as well as receipts for accommodation and meals. These may be required for billing expenses and filing expense reports.
9. Tips for a successful business trip:
Plan and organize early.
Check your passport and visa for validity.
Secure technical equipment and data.
Remain flexible and be able to react to unforeseen results.
Pay attention to your health and plan enough rest.
Business travel is an indispensable part of modern business life and offers numerous opportunities for personal and professional growth. With proper planning, organization, and attention to detail, business travel can be made efficient and successful to achieve the company´s goals.
Feeling ready for the next business trip?
Safe travel!
Merle
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