Accounting for travel expenses correctly in 2025 - here's how it works!
A correct Travel expense report is indispensable for companies and the self-employed in Austria in order to minimize tax risks and save time and costs. In this guide you will learn Step-by-step instructions on how to correctly record and account for travel expenses, per diems and other business travel expenses. We will also show you which digital solutions will make your billing simpler and more efficient.
How to claim travel expenses correctly? - Your comprehensive guide for Austria
A correct Travel expense report is crucial in order to avoid unnecessary costs and comply with legal requirements. In this article, you will learn everything you need for simple, correct and efficient business trip accounting.
Why is correct travel expense reporting so important?
A faulty Travel expense report can not only be expensive, but also legally problematic. You risk tax disadvantages and possible additional payments in the event of audits by the tax office. In addition, manual accounting costs time that you could better invest in productive activities. For smaller companies in particular, inadequate billing can lead to high financial burdens, which is why accuracy should be a top priority.
What counts as billable travel expenses?
Typical travel expenses include
- Travel costs (e.g. train tickets, flight tickets, mileage allowance)
- Catering costs (Dietary allowance)
- Accommodation costs (hotel, lodging)
- Additional costs (e.g. parking fees, luggage transportation)
| Cost type | Example | Special features |
|---|---|---|
| Travel costs | Train, flight, mileage allowance | Receipts or logbook required |
| Catering costs | Daily allowance, diets | Fixed flat rates per travel day |
| Accommodation costs | Hotel bills | Original invoices required |
| Incidental costs | Parking lot fees, tips | Obligation to provide receipts above a certain amount |
Documenting business trips: How to record travel expenses correctly
So that your Travel expense report is correct, you must document every business trip in full. The following information is essential:
- Date and duration of the business trip
- Purpose and destination of the trip
- Proof such as tickets, hotel bills
- Mileage for car journeys
Digital systems allow you to record this information in an uncomplicated and mobile way and help to reduce human error. Ensure consistent and complete documentation to guarantee transparency at all times.
Diet accounting made easy - what you need to bear in mind
For business trips within Austria you have Entitlement to daily allowance (per diems) https://www.usp.gv.at/themen/steuern-finanzen/steuerliche-gewinnermittlung/weitere-informationen-zur-steuerlichen-gewinnermittlung/betriebseinnahmen-und-ausgaben/reisekosten.html. This currently amounts to EUR 30 per day for trips of more than three hours. It should be noted that per diems are for meals during the business trip and should not be used for private expenses.
| Trip duration | Dietary allowance (Austria) |
|---|---|
| from 3 hours | 2.50 Euro per hour or part thereof |
| for 24 hours | max. 30,00 EUR for 24 hours |
Record exactly when your business trip begins and ends, as this has a direct impact on the calculation of your allowances.
Travel expense accounting For the self-employed: special features and tips
Self-employed persons in Austria should pay particular attention to proper documentation in order to ensure that their travel expenses are fully recognized for tax purposes. It is best to use a logbook or appropriate software. It is important to always clearly separate business and private trips and to document this transparently and comprehensibly.
| Vehicle type | Refund rate |
|---|---|
| Car used privately | 0,50 EUR/km |
| Motorcycle used privately | 0,50 EUR/km |
Typical errors when accounting for business trips and how to avoid them
Avoid the most common mistakes to avoid tax disadvantages:
- Incomplete or lost receipts
- Missing trip details (date, purpose)
- Incorrectly calculated allowances or travel expenses
Use specialized software solutions to efficiently avoid these errors and ensure that your billing is always legally compliant and correct.
Travel expense claims in Austria: You need to know these regulations
In Austria, the Rules clearly defined:
- Daily allowances (per diems) are tax-free, provided they do not exceed the specified amounts.
- Travel costs must be proven by means of a flat-rate mileage allowance or receipts.
- Receipts and supporting documents must be kept for at least seven years.
Step-by-step: claiming travel expenses without stress
Proceed as follows:
- Collect all receipts and documents during the trip.
- Documenting travel times and destinations directly after the trip.
- Check for completeness and correctness.
- Use a digital Travel expense reportto save time and effort.
Digital solutions: Why travel expense accounting from Personalwolke is worthwhile
Digital software solutions offer decisive advantages:
- Automatic testing reduces human error
- Fast, mobile recording via app
- Integrated, constantly updated legal requirements (e.g. diet rates)
- Cloudbasierte Speicherung für einfachen, sicheren Zugriff
| Vorteile digitaler Reisekostenabrechnung | Erklärung |
|---|---|
| Time saving | Automatische Erfassung und Berechnung |
| Fehlerreduzierung | Systemseitige Prüfung der Angaben |
| Legal certainty | Gesetzliche Updates automatisch |
| Übersichtlichkeit | Jederzeit abrufbare Dokumente |
Die Vorteile einer Software zur Dienstreisekostenabrechnung auf einen Blick
Eine spezialisierte Softwarelösung zur Business trip expense report verschafft Ihnen folgende Vorteile:
- Zeit- und Kostenersparnis durch Digitalisierung
- Genauigkeit bei der Abrechnung
- Automatische Einhaltung aller gesetzlichen Vorgaben
- Einfache Integration in bestehende HR-Software
- Vereinfachte Steuerprüfung durch strukturierte Dokumentation
- erhöhte MItarbeiterzufriedenheit durch eine einfache Abrechnung
- Automatische Integration in die Lohn- und Gehaltsabrechnung
FAQ – Häufig gestellte Fragen zur Reisekostenabrechnung
What exactly counts as a business trip?
A business trip is a work-related trip outside the regular workplace.
How long do receipts have to be kept?
At least seven years, in accordance with Austrian legislation.
Are diets tax-free?
Yes, up to the statutory lump sums, allowances are tax-free.
Can I charge a flat rate for travel expenses?
Yes, in the form of a mileage allowance if you use a private vehicle.
So sparen Sie Zeit und Geld bei der Reisekostenabrechnung
One effiziente Reisekostenabrechnung spart Ihnen administrative Arbeit und vermeidet steuerliche Probleme. Digitale Lösungen sind heute essenziell, um Reisekosten einfach, schnell und rechtskonform abzurechnen. Nutzen Sie diese Chance, um Ihren Alltag deutlich zu erleichtern und Ihre Prozesse nachhaltig zu optimieren.
