Legal advice & Security

Travelling for work: Understand the rules

Who pays for transport, accommodation, and meals for your business trip? Does travel time count as working hours? And can you keep the bonus points you earn? Understand the ins and outs of for work-related travel.

When undertaking work-related travel, such as client visits, attending conferences, or business trips, various expenses related to transportation, board and lodging, and other essentials come into play.

Who will pay what? And how do you calculate working hours in connection with work-related travel?

Who covers your transport costs for the journey itself?

Your employer is required to provide an appropriate advance for anticipated necessary expenses related to the trip. This can be done in the form of a deposit into your account, a cash payment or by your employer issuing a company credit card.

It is your employer who decides which categories of tickets you must use in connection with the journey.

Who pays for transport, food and other expenses?

During work-related travel, your employer is responsible for covering expenses related to hotels, transportation, meals, and minor necessities incurred during the trip. This is often referred to as per diem, with specific tax-free amounts set by the Danish Tax Agency, SKAT, for transport, board, and lodging.

The trip must last a minimum of 24 hours to qualify for per diems.

Find the current rates for per diems / travel allowance at SKAT (in Danish)

Does travel time count as working time?

Working hours during business trips may be determined by rules in your collective agreement, employee handbook, local agreement or contract.

While employers commonly accept that some travel time is calculated as working time, it may only count for half, or a maximum limit may apply (e.g., eight hours per day).

Work performed at the destination is calculated similarly to work at your usual workplace.

Many companies may require travel on Sundays, but compensatory holidays are often agreed upon for such instances. If the journey spans several weeks, you are entitled to a weekly day off.

However, you are not entitled to payment for a trip to Denmark in this context unless agreed otherwise.

Log in and contact IDA's legal department

Can you take holidays in connection with business trips?

Taking holidays in connection with a business trip is not a guaranteed right. You must reach an agreement with your employer similar to other holiday requests.

It's crucial to carefully consider your travel insurance when combining work and holiday trips, as public health insurance typically does not cover these journeys.

Verify your travel insurance coverage before planning a holiday in connection with a business trip.

Read how you are covered by IDA Travel Insurance

Can you keep the bonus points you earn?

When your employer pays for the trips, as a rule, the bonus points you earn during the trip belong to the company.

In some companies, all bonus points are collected in the name of the company so that they can be used for new business trips, while in other companies employees have the right to earn and use bonus points as they wish.

If you are in doubt about the rules at your workplace, ask your HR department or your manager.