What is passive travel time?
Passive travel time refers to those times during a business trip when employees are on the road but not actively working, for example during a train journey, car journey or flight when no business activities are being carried out.
Legally, passive travel time is not automatically working time, but it may be subject to remuneration, depending on the collective agreement, works agreement or internal regulations. Especially in companies with many business trips, correct recording is crucial in order to avoid conflicts or additional payments.
When does passive travel time count as working time?
Whether passive travel time is remunerated depends on several factors:
- Type of activity: If work is carried out during the trip (e.g. processing emails, preparing presentations), it counts as working time.
- Collective agreement regulations: Many CTs provide for partial credit for passive travel time (e.g. 50 %).
- Company agreements: Company agreements may contain additional guidelines, for example for arriving the evening before or waiting times at the airport.
Typical cases of passive travel time are
- Train journey without business activity
- Arrival at the hotel the evening before
- Waiting at the airport
How can passive travel time be recorded correctly?
Digital systems such as Personalwolke Travel offer solutions for documenting passive travel times in a legally compliant and efficient manner:
- Mobile & digital recording: Employees can record travel times directly while on the move
- Valuation according to KV or agreement: Automatic calculation of the credit note or partial reimbursement
- Integration in payroll accounting: Direct billing of travel times, per diems and mileage allowance
- Absence documentation: All times are documented in a comprehensible manner for HR and controlling
Automated recording minimizes errors, saves time and ensures transparency for employees and management.
Why is it important to record passive travel time?
For employees:
- Ensuring compensation for travel time
- Transparency regarding hours worked and creditable hours
For companies:
- Legally compliant billing according to collective agreement
- Avoidance of additional payments or disputes
- Efficient travel management and documentation
Passive travel time is a part of modern working reality - correctly recorded and evaluated, it contributes to fair remuneration and compliance.
