This article covers Polish regulations and market practice. The principles apply elsewhere, but check the rules in your country.
A domestic business trip lasting more than 8 hours, and every foreign trip, involves settling the per diem due to the driver. If during the trip the driver stayed overnight away from home and away from the company's premises, we must also include lump-sum accommodation allowances. Every accountant knows that settling business trips is tedious, time-consuming and, given the different settlement methods, easy to get wrong. Fortunately, we will calculate them for you in 2 minutes. Don't believe us?
Current per diem rates and exchange rates
All the parameters, such as the daily per diem, the lump-sum accommodation allowance and the current exchange rates calculated as of the day before the settlement date, are taken from the current tables of the National Bank of Poland. Our system calculates the time worked away from base within the country and, where applicable, abroad, and on that basis calculates the per diems and accommodation allowances due.
Mark the base your vehicles set out from
Calculating business trips requires taking into account the time of leaving the base and the time of returning to it. On that basis the system calculates the length of the trip. In the Navifleet app you can easily add a zone and then, when creating a business trip, select it as the "base". This approach allows for a situation in which a transport company has more than one base
A simple form
See how easily you can specify which per diem we should calculate for you. The system finds the departures from base by itself and asks you which of them you want to settle. For each trip, choose the destination country from the list and mark the per diem settlement method: by country of stay or by destination country. Agreed your own per diem rate with your drivers? No problem: you can enter it and calculate the per diem according to your own guidelines.
Ready-made business trip forms
The fact that we worked with three transport law firms when creating them confirms how reliable our business trip reports are. The system makes sure you do not have to copy data from our report onto the required forms. We do that ourselves, and you receive a ready report for the driver to sign. The set includes a business trip order form and a business trip settlement form.
Business trip order form:
Foreign business trip settlement form:
Detailed data
We make the per diem calculation data available; just click the "information" icon to see our calculations. You can always check us and you will see that we are really good at this. 🙂
