Poland - Business Travel Expenses process

This article explains what business expenses you can claim and how to get your per diem allowance. 

First, look at the detailed settlement principles for domestic and foreign business trips. You will also find the mandatory documents for your business trip claims there. 

Important guidelines:

  • You have 14 days from the day you return from your business trip to settle the costs incurred during travel.
  • All expenses connected with your business trip paid from your pocket must be submitted through our Oyster platform. Please enter the value from the receipt you are claiming and upload proof of purchase (do not upload tickets you do not intend to claim). Use the original currency - we will handle the FX rate.
  • We don’t want you to double your work - once you entered your expenses through the platform, you don’t have to re-enter them on the business trip form (the form is only to calculate accurate per diem). 
  • All business travel-related expenses can be claimed if you have proof of purchase (it must be either an invoice or receipt; bank statements are unacceptable).
  • There are some occasions when Employees do not want to claim per diem - skip the business trip form part, but please inform us that you are resining for the right to statutory per diem.
  • Reimbursements for purchase of alcohol & travel insurance is subject to regular taxation
  • Expenses and per diems are paid through payroll on the pay date.

Out-of-pocket expenses

To claim your out-of-pocket expenses, you can just submit them using our Platform.
Please ensure that your claim meets the following criteria to be approved:

  • Proof of payment must be either a receipt, invoice, or bill (bank statements, payment terminal receipts, or screenshots from unrecognised third-party platforms are not accepted).
  • Proof must be readable.
  • Invoice must carry Oyster VAT ID up to 450 PLN, and for sums above 450 PLN, full Oyster name, and VAT ID. Company details can be found here.
  • Please note that providing correct evidence will not mean the expense will be paid as a net amount.

Per diem

To claim per diem, please complete the Business Trip Form (only the fields highlighted in blue) and send it to us by raising a ticket here. File consist of two tabs - Foreign Travel Order & Domestic Travel Order:

  • Foreign Travel Order - fill in for all international business trip
  • Domestic Travel Order - fill in only for domestic travel

Mileage expense

If you travel with your car, you can claim mileage reimbursement.  Submit the Mileage Form using our Platform as if you would claim your regular expenses.

Oyster VAT ID details

OYSTER HR POLAND Sp. Z O.O.

VAT ID (NIP): 77 92 52 44 77

Address: pl. Andersa 7; 61-894 Poznań

Downloadable forms & guides

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