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Business trip allowance and everything you need to know

2023-01-19

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Preparing for a business trip and allowance for a business trip are tasks that employees must do, particularly for the occupations that frequently need to go to meet partners, for business trips overseas,… However, most employees still do not fully comprehend, or even know, the rules and regulations governing business trip allowances. At the same time, businesses suffer several shortcomings in handling this cost due to fragmented data. So, what is the solution to help employees and firms apply for business trips?

What does the business trip allowance include?

The accounting department is responsible for fully comprehending the business trip allowance, which is an expenditure that the employer or the head of the organization must give to the employee in order to make the accounting of the trip expenses straightforward and visible.

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What does the business trip allowance include?

According to Clause 1, Article 3 of Circular 40/2017/TT-BTC

“A business trip fee is an expense to pay to a person going on a business trip in the country, including: travel expenses, accommodation allowance, room rental at the place of business, baggage fees, and documents to carry to work (if any)”.

The real working time according to the written consent of the person who is competent to send the business trip or the invitation to join the mission is the time to enjoy working trip allowance (including holidays, holidays and New Year according to the work schedule). Working hours, travel time).

The time to receive the business trip allowance is the actual working time according to the written approval of the person who is competent to send the business trip or the invitation to join the mission (including holidays, holidays and New Year according to the work schedule, travel time).

Conditions for receiving business trip allowances

To be eligible for this fee, an employee must: 

– Properly complete assigned responsibilities; 

– Be sent on a business trip by the head of an agency or unit or asked to join a working delegation; 

– Have enough payment documents: the person traveling on a business trip’s travel paper with the certification stamp of the agency or unit at the place of business (or of the hotel, guest home where he/she is staying), a document or the work plan authorized by the director of the agency or unit; documentary; appointment; documentation on collection of participation in the delegation, Invoices; evidence of valid ticket purchase as specified by law when going on business by means of transport or receipt of vehicle owner. Air ticket payment vouchers, in addition to the ticket stub (or electronic ticket), must be accompanied by the boarding pass, as required by law. If your boarding pass is lost, you must obtain a confirmation from the agency or unit that is sending you on a business trip (applicable when paying actual travel expenses).

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Obtain a confirmation from the agency or unit that is sending you on a business trip

– A list of the length of the business trip to be submitted to the head of the agency or unit for payment clearance (applicable when paying for travel expenses).

– Legitimate room rental invoices and vouchers as stipulated by law (used when paying for room rental based on genuine bills).

On the days they are dispatched to work, if overtime is required due to job requirements, in addition to the accommodation allowance, they will be given salaries for night work and overtime labor for cadres, civil servants, and public workers in accordance with existing laws. Internal expenditure restrictions must be specified by agency and unit heads:

– Procedures for confirming overtime work as a foundation for payment; specifies circumstances when overtime is paid for business travels, guaranteeing the principle of payment only when overtime work is confirmed by the authorized person sending them to work, not paid when going on a business trip while still dealing with personal matters over the holidays and do not pay compensation for night labor, overtime work, or travel on vehicles such as ships, boats, aircraft, autos, and other modes of transportation.

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Employees must submit a request for the business trip allowance to supervisors

– In addition to the aforementioned situations, employees must submit a request for the business trip allowance to their supervisors. However, it is very difficult for the human resources department or the business owner to manage the request for approval of the employee’s travel allowance since information regarding the employee’s work trip must be gathered from several sources, resulting in fragmented data. As a result, many organizations have employed human resource management software to monitor all employee activities on an internet platform in order to quickly update information on paid business travels of each employee.

Business trip allowance management solutions

As a comprehensive human resource management solution group delivering a variety of services, terra presents the terra HR System solution – human resource management software that provides optimal assistance for employees and organizations in managing employee information, including business expenses.

This function was created to let employees and businesses manage and update information totally online while also building a link throughout the employee’s business trip, from applying for a job to the approval of business trip allowance payment.

Employees will opt to make business trip allowance applications while applying for a job using terra software. The applicant can then request a refund of the trip charge associated with his or her business travel application code in the payment request area if the reviewer successfully accepts the business travel request. Employees can attach papers that are appropriate for the terms of entitlement to per diem when making a request for return of travel allowances.

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Business trip allowance management solutions

Furthermore, employees may seek a per diem advance in the “Request for payment” tab if they so want. Employees or enterprises can generate payment requests for other service providers in the “Request for payment” tab, in addition to requesting for advance business expense.

With the aforementioned modifications, it is envisaged that workers, human resources departments, and the entire company will reduce the occurrence of fragmented data when employees apply for jobs. terra will continue to expand and improve current capabilities in the future to provide clients with the best possible user experience.

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