Business Trips in the Collective Agreement for Freight Forwarding and Logistics – Employees
In Austria’s freight forwarding and logistics sector, business trips are a regular part of everyday work. Whether for client meetings, handovers, or training, employees frequently leave their workplace to perform tasks offsite. To ensure that no one incurs personal costs, the Collective Agreement for Freight Forwarding and Logistics Employees clearly defines when a business trip applies and how it is compensated. These regulations are valid nationwide and provide a basis for fair treatment of all employees.
When is a trip considered a business trip?
According to §19 of the Collective Agreement for Freight Forwarding & Logistics, a trip counts as a business trip if an employee is away from their workplace for more than five hours. Anything shorter is considered regular working time.
The “workplace” is defined as an area within a 60-kilometer radius of the company premises. Trips within this zone are considered part of regular duties; only trips beyond this limit count as official business trips.
-) If you start directly from the company, the trip begins when you leave the premises.
-) If you start from home, the trip begins when you depart for work purposes.
-) The trip ends upon returning to the company or, if heading home directly, upon arriving at home.
Domestic travel compensation
From 1 January 2025, new flat rates apply under the collective agreement for trips within Austria. The travel allowance consists of two components: daily allowance and overnight allowance.
| Type of Allowance | Purpose | Amount from 2025 |
|---|---|---|
| Daily allowance | Meals, personal expenses, tips | € 30,00 |
| Overnight allowance | Accommodation including breakfast | € 17,00 |
| Total (per day) | € 47,00 |
The daily allowance compensates you for your additional expenses for meals and drinks. If the employer provides a lunch or dinner, the daily allowance is reduced by €15.00 per meal – this is fair and transparent.
If you are traveling for less than a full day, you may claim one twelfth of the daily allowance for each started hour beyond five hours.
The overnight allowance covers accommodation costs, including breakfast. If the company pays for the stay directly or provides accommodation, this lump sum is not granted.
If you are at the same location for more than 28 consecutive days, the allowance is reduced by 25% starting from the 29th day.
Practical example
An employee leaves Linz at 8:00 a.m. to visit Client A in Wels (40 km, within the 60 km radius), then continues to Client B in Amstetten (85 km, outside the 60 km radius). She returns around 4:00 p.m. The employer provides lunch.
| Station | Distance | Duration |
|---|---|---|
| Client A | 40 km (within 60 km) | 1 h |
| Client B | 85 km (outside 60 km) | 3 h |
Total absence: 8 hours. Since one destination is outside the workplace radius, the entire route is considered a single business trip.
Calculation:
8 × (1/12 × €30) = €20
Minus €15 for employer-provided lunch = €5 travel allowance
This means the employee receives a travel expense allowance of €5.00.
Overnight allowance – for longer trips
Some assignments require an overnight stay. In this case, the overnight allowance of €17 per night applies, covering hotel costs and breakfast.
Example:
A dispatcher travels to Tirol on Monday, stays overnight, and returns Tuesday evening.
- Monday: Daily allowance €30 + overnight allowance €17 = €47
- Tuesday: Daily allowance €30 = €30
Total: €77
If the accommodation is provided or paid for by the company, the lump sum does not apply.
For longer stays, the allowance is reduced by one quarter starting from the 29th day.
Business trips abroad
If you leave Austria, separate rates apply for daily and overnight allowances.
Many companies agree on their own rules in a works agreement. If none exists, the fee level 1 of the foreign travel rates for federal employees (RGV) automatically applies.
The foreign travel period begins when you cross the border and ends upon your return to Austria.
If the stay exceeds three hours, the foreign daily allowance is calculated on a pro rata basis – that is, hourly. No more than one full daily rate may be claimed per calendar day.
If the employer covers two main meals per day, only one third of the foreign daily allowance remains as a tax-free entitlement.
How to correctly settle travel expenses
After each trip, the Collective Agreement for Freight Forwarding and Logistics stipulates: Travel expenses must be submitted within three months of returning. After that, the entitlement expires.
To ensure that reimbursement is processed quickly and correctly, a digital business travel management system is worthwhile. It automatically detects whether you have exceeded the 60-kilometer threshold and which daily allowance is due.
Reductions due to paid meals and the limitation from 28 days onward are also taken into account automatically. This saves a great deal of time and prevents errors.
Digitalization simplifies work
Digital tools make travel expense reporting under the Collective Agreement for Freight Forwarding and Logistics significantly more convenient. Instead of filling out forms, you record the start and end times directly on your smartphone.
Receipts are stored automatically, and all data can be reviewed and approved with a single click. This ensures transparency and traceability — not only for you, but also for the HR and finance departments.
Modern cloud-based business travel software has therefore long since become standard in many freight forwarding and logistics companies. It reduces administrative effort, accelerates internal processes, and at the same time ensures legal compliance.
Avoid common mistakes
Even experienced companies make typical errors, such as:
- Incomplete time entries. Without precise departure and return times, an exact entitlement cannot be calculated.
- Meals not deducted: Employer-provided catering counts as meals.
- Late submissions: Claims submitted after three months are void.
- Long stays without reduction: After 28 days at the same location, a 25% reduction is mandatory.
Following these rules prevents questions and additional claims.
FAQ – Common Questions on Business Trips (Collective Agreement)
When is a business trip according to the collective agreement?
When employees are away from their workplace for more than five hours to perform work-related tasks. The workplace is defined as a 60 km radius around the company.
How much is the daily allowance from 2025?
€30 per day. For trips longer than five hours, each hour over five is counted as 1/12 of €30.
What about the overnight allowance?
€17 per night from 2025, covering accommodation and breakfast. If the employer provides or pays for lodging, the allowance does not apply.
How long do I have to submit travel expenses?
Expenses must be submitted within three months after the trip. After that, there is no claim.
How are combined trips evaluated (one destination inside and one outside the 60 km radius)?
The entire route is considered one continuous business trip, and total absence is calculated together.
