Travel expenses Germany
Travel expenses in Germany are is a recurring topic for many companies - and often a source of uncertainty. Between legal requirements, tax lump sums and the practical recording of all receipts, it is easy to lose track. This is precisely where modern Digital travel expense accounting systems and user-friendly Travel expense apps They simplify the entire process, minimize errors and ensure that you have all the information you need. Travel expenses in Germany legally compliant and efficient accounting. In this article, you will learn step by step how to record your travel expenses correctly, how to settle them optimally for tax purposes and how to save valuable time with the right software.
Why correct travel expense reporting is so important
One Correct travel expense report is of great importance for companies in Germany, as it not only ensures fair reimbursement of expenses to employees, but also minimizes tax risks. If you meet all the requirements of the Income Tax Act (EStG) you can avoid the tax office making additional claims. At the same time, clear processes and transparent accounting create more trust within the company.
More and more companies are relying on Digital travel expense accounting softwareas it automatically takes statutory flat rates into account, saves receipts directly and significantly speeds up billing.
Legal basis for travel expenses in Germany
In Germany, the EStG (§ 9) regulates exactly which expenses are recognized as travel expenses. In principle, travel expenses are always incurred if a work-related away activity takes place that is not at the first place of work. The decisive factor here is that the reason for the trip is in the direct professional interest and this can be verified using receipts or internal travel documentation.
This includes trips to customers, visits to trade fairs or project appointments outside the usual workplace.
What types of costs are considered travel expenses?
Travel expenses are generally made up of several components, each of which is accounted for differently:
- Travel costs: This includes costs for train, flight, cab or the Mileage allowance when using a private vehicle.
- Additional meal expensesThese are legally stipulated lump sums for additional catering costs during absence.
- Accommodation costsHotels, guesthouses or similar accommodation.
- Incidental travel expensesThese include, for example, parking fees, tolls, luggage storage or work-related telephone costs.
In order for these costs to be recognized for tax purposes, they must be documented or settled within the framework of the applicable flat rates.
Meal allowances 2025 - current rates and rules
The Meal allowances are a central component of the Travel expense accounting in Germany. The following rates apply for 2025:
| Duration of absence | Flat rate (EUR) |
|---|---|
| 8 to 24 hours | 14,00 |
| 24 hours | 28,00 |
| Arrival and departure days for multi-day trips | 14,00 |
The lump sums are tax-free if the absence is actually work-related. However, if meals are provided by the employer, the lump sum must be reduced: Breakfast by 20 %, lunch or dinner by 40 % each. By consistently applying these reductions, you avoid discussions with the tax office.
Accounting for accommodation costs correctly
Overnight expenses can be settled either with receipts or - if no receipt is available - with the overnight flat rate of EUR 20 per night (domestic travel). Please note that additional private services such as wellness offers or use of the minibar may not be included in the tax-free settlement.
If you define binding guidelines for overnight bookings and cost limits in your company, you will increase transparency and avoid unnecessary discussions during billing.
Overview of travel costs and mileage allowance
If you use your own car, you can pay per kilometer driven 0,30 EUR can be claimed. This rule applies regardless of the size of the vehicle or the type of drive. For journeys by public transport, the actual ticket prices can be claimed.
This is where the advantage of a electronic travel expense reportGPS or map integration allows routes to be documented automatically. This eliminates the need for manual calculations, and billing remains seamless and traceable.
Tax-free travel expenses - what you need to consider
Travel expenses are only tax-free if they are business-related, correctly documented and within the statutory flat rates. This means that each item in the statement must be backed up with a receipt, a travel record or a plausible flat-rate calculation.
By introducing internal checklists and using digital tools, you not only ensure compliance with tax requirements, but also shorten processing times.
Avoid common errors in travel expense reports
Time and again, unnecessary tax charges are incurred because companies make mistakes in their accounting. The most common include
- Incorrect application or non-application of flat rates
- No reduction for meals provided
- No clear separation between private and business costs
- Incomplete document management
If you are aware of these sources of error and are able to detect them using automated checking mechanisms in a Travel expense report app you reduce the risk considerably.
Advantages of a digital travel expense report
One Digital travel expense report offers numerous advantages. It enables receipts to be photographed and uploaded directly, travel expenses to be calculated automatically and the entire statement to be saved in an audit-proof manner. In addition, the data can be seamlessly transferred to accounting or payroll accounting, which avoids duplication of work.
Many companies report that this reduces administrative work by up to 50 %.
Mobile travel expense accounting - flexible and location-independent
Particularly for field service teams or frequent business trips, a Mobile travel expense report indispensable. Employees can enter all relevant data while on the move, take photos of receipts and create the trip in the system. This significantly shortens the time between the end of the trip and reimbursement, and makes the entire process more transparent.
Efficient and legally compliant billing
The Travel expense accounting in Germany is due to Clear legal regulations structured. However, if you use the right digital tools, standardize processes and know the tax requirements, you can not only save time but also avoid mistakes.
By integrating everyone involved - from accounting to traveling employees - into the digital process, you create a sustainable solution that will remain legally compliant in the future.
FAQ - Travel expense report in Germany
How high will meal allowances be in Germany in 2025?
For 2025 from 8-24 hours 14 EUR, full day: 28 EUR and arrival/departure day: 14 EUR.
How much mileage allowance is there?
You can charge EUR 0.30 per kilometer driven with the private vehicle.
Are travel expenses tax-free?
Yes, as long as they are business-related, correctly documented and do not exceed the statutory flat rates.
Which software is recommended?
Recommended are Digital travel expense accounting apps with automatic calculation, document entry and interface to accounting.
