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Travel costs on business trips: what must the employer reimburse?

Anyone traveling on business should not be left stuck with the costs incurred. The employer must reimburse necessary expenses that the employee incurs in the company's interest. Details result from the employment contract, a works agreement or a travel-cost policy.

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Expenses that the employee could consider necessary for carrying out their work must be reimbursed by the employer (§ 670 BGB). Travel costs are often additionally regulated in works agreements or policies.
Generally reimbursable are necessary travel costs, accommodation costs and an additional meal allowance. Clear receipts and a prompt settlement make reimbursement easier.

What you should do now

  1. 1

    1. Check the rule

    Look in the employment contract, works agreement or travel-cost policy for what is reimbursed.

  2. 2

    2. Collect receipts

    Keep tickets, hotel bills and receipts and note travel times.

  3. 3

    3. Submit the statement

    Submit the travel-cost statement within the deadline and in full.

  4. 4

    4. Follow up

    If reimbursement does not come, demand it in writing with a set deadline.

How to spot the scam

  • Necessary outlays are not reimbursed without reason.
  • A cut-off deadline in the contract expires before you settle.
  • Receipts for actually incurred costs are missing.

Frequently asked questions

Must the employer pay all travel costs?

They must reimburse the necessary expenses incurred in the company's interest (§ 670 BGB). What exactly and in what amount is reimbursed often results from the contract, works agreement or travel-cost policy, for example flat rates for meals and accommodation.

Do I get a meal allowance on business trips?

Often yes, in the form of an additional meal allowance. Whether and in what amount depends on the company rule. For tax purposes there are fixed flat rates depending on the absence duration, which serve as guidance.

What if the employer does not reimburse?

Demand the reimbursement in writing with receipts and a deadline. Watch out for contractual cut-off deadlines that can let claims lapse after a short time. If the employer does not react, you can pursue the claim further.

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General information for self-help, not legal advice (RDG). In case of a high loss or uncertainty: contact a consumer advice center or a lawyer.