Travel expenses 2025: Tips for efficient accounting and administration including new regulations

Travel expenses play a central role in every business trip and are a major component of operating expenses for many companies. The tax treatment of travel expenses is becoming increasingly complex and requires efficient solutions. With a digital travel expense management you can significantly reduce the workload and increase the efficiency of your company at the same time. Imagine your travel expense processes are completely automated and paperless - With Personalwolke, this wish becomes reality.

In this article, you will learn how modern HR software can not only optimize your travel expense accounting, but also revolutionize your company's accounting processes. We shed light on how the Significant advantages through the use of interfaces and offer you valuable insights into the automated processing of travel expenses. You will also receive an overview of all important New regulations for business trips in Austria in 2025.

Why are travel costs an important issue?

Travel costs are a significant expense for many companies. Whether traveling domestically or abroad, the associated costs have a significant impact on financial planning. Effective travel expense accounting requires accurate recording of travel costs, accommodation costs and day-related expenses such as additional meals.

How do interfaces optimize the travel expense process?

The integration of HR software with other areas of the company via interfaces leads to seamless data transfer to payroll accounting and bookkeeping. This automation makes it possible, record and pay out travel expenses directly without the need for manual input. In this way, the costs incurred can be managed more efficiently and errors in manual recording can be avoided. The HR software Personalwolke offers you precisely this advantage: your employees can record all Scan and capture data directly from anywhere. These are then automatically processed by our software until final storage in the payroll accounting program. In addition, automation also facilitates the annual financial statements by providing all relevant data consistently and completely, which reduces your stress at the end of the year and increases accuracy. This saves you time, reduces errors and allows you to benefit from a seamless process from recording to final invoicing.

What are the advantages of automating travel expense accounting?

As already mentioned, modern software allows employees to record and digitize receipts during the business trip. This considerably reduces the time required and the error rate is significantly lower. Paper receipts no longer need to be collected until the return and then manually accounted for later - a process that often leads to errors. Instead, companies benefit from an automated workflow that efficiently processes the receipts from scanning to final posting and integration into the payroll accounting program.

How can companies benefit from digitalization when travelling abroad?

Foreign business trips present specific challenges, particularly with regard to the tax treatment of travel expenses and reimbursement by the tax office. Digitalized processes make it possible to faster adaptation to legal changes and simplify the reimbursement of costs actually incurred.

What tax aspects need to be considered for travel expenses in 2025?

The tax treatment of travel expenses remains a complex undertaking. In 2025, companies will have to consider both national and international guidelines in order to meet their tax obligations. These include the settlement of per diems, mileage allowances and the consideration of carbon footprint reports.

Austria: Changes 2025
Attention: In Austria are in some The daily allowances are defined differently in collective agreements (e.g. KV Metall), which are adjusted annually. In addition, there are 2025 to an increase in the mileage allowance from EUR 0.42 per kilometer to EUR 0.50 per kilometer driven (valid for cars, motorcycles, bicycles).

In 2025, it will be possible to pay out a tax-free daily allowance of up to 30 euros per day instead of the current 26.40 euros.

How does the billing of travel expenses work more efficiently?

Travel expenses, whether by public transport or private vehicle, can be quickly tracked if a digital logbook is kept. The mileage allowance ensures that the correct amount is reimbursed per kilometer. This saves time and avoids confusion when reimbursing these actual expenses.

What should I bear in mind when accounting for additional meal expenses?

Additional meal expenses are another important aspect of travel expense accounting. Employers must ensure that meals are paid for business correct daily allowances and overnight allowances are paid for work away from home. Accurate accounting of these expenses is crucial in order to claim tax benefits.

What role does accounting play in travel expense accounting?

The Accounting is the central hub where all travel expenses converge. Well-integrated HR software can significantly reduce the workload of the accounting department by travel expense report and transfers the data directly to the accounting system. This ensures a correct tax handling and reduces manual effort.

Efficient tracking of travel expenses: the role of HR software

Modern HR software enables detailed Reporting and analysis, with which companies can track travel expenses transparently and identify optimization potential in a targeted manner. This is exactly where our HR software comes in: It not only offers comprehensive insights into travel expenses, but also the opportunity to, Monitor CO2 emissions. Automatically generated reports show how much CO2 was generated on each business trip. This is a decisive advantage for companies that want to actively integrate sustainability into their strategy.

Why are carbon footprint reports crucial now?

As the carbon footprint of travel is increasingly becoming the focus of corporate guidelines and legal requirements, reports on this topic provide valuable information. HR software makes it possible to record CO2 emissions and incorporate this information into strategic planning.

Summary of the most important points:

• Travel expenses are a significant cost factor and require efficient management.
• Interfaces in the HR software ensure seamless integration in accounting and payroll accounting.
• Automation of travel expense processes increases efficiency and reduces errors.
• The tax treatment of travel expenses in 2025 requires special attention and adaptability.
• Digital billing of travel costs and additional meal expenses offers transparency and tax exemption.
• Tracking CO2 emissions through HR software supports sustainable corporate goals.

Through the By using the right software solutions, companies can master the challenges of travel expense accounting and save valuable time and resources at the same time. Our HR software Personalwolke makes the management of travel expenses effective and thus promotes efficiency in your company.