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Corporate travel to Essen: How to optimise your business trips!
Planning business trips to Essen and looking for ways to make them more efficient and cost-effective? Discover valuable tips in this article on travel planning, cost control, and healthy eating for your employees. For personalized advice and tailor-made solutions, contact us today.
The topic, briefly and concisely
Optimise your Essen business trips through the correct application of the VMA and the consideration of meal provision, to reduce travel expenses.
Use digital tools and specialised travel agencies to simplify travel planning, control costs and ensure compliance with travel policies. UT Union Travel offers potential savings of up to 21% here.
Enhance your employees' health on business trips through healthy eating and self-catering options to boost performance and well-being.
Discover how to optimise your business trips to Essen, reduce costs, and promote the wellbeing of your employees. Request a personalised consultation now!
Introduction to Corporate Travel to Essen
Welcome to our comprehensive guide for Corporate Travel to Essen! Essen, as a significant economic hub, attracts numerous businesses. Business trips play a decisive role in success. However, organising and carrying out business trips can be complex and costly. In this article, you will learn how to optimise your corporate travel to Essen, reduce costs, and simultaneously promote the well-being of your employees.
Overview of Business Travel in Essen
Essen is an important location for businesses of various sizes, from small and medium-sized enterprises to large corporations. The city benefits from its central location in the Ruhr area and its excellent infrastructure. Business trips are essential for economic success as they enable personal connections to be made, negotiations to be conducted, and projects to be advanced. Efficient travel planning and execution are therefore of great importance.
Why This Article is Important
This article provides you with comprehensive information and practical tips to optimise your corporate travel to Essen. We offer you detailed insights into various aspects, from cost control and travel planning to the healthy nutrition of your employees. Our goal is to equip you with the necessary knowledge and tools to make your business trips more efficient and pleasant. Request a personalised consultation now!
VMA: Reduce travel costs by up to 40% through proper application
Subsistence Allowance (VMA) – The Basics
The Subsistence Allowance (VMA) is a vital aspect of accounting for business trips. It serves as compensation for the additional costs incurred by your employees for meals during a business trip. A correct application of the VMA can help you significantly reduce your travel expenses. According to HRworks, the VMA covers the costs of food and drinks during business trips and is deductible for both employers and employees.
What is a Subsistence Allowance?
The VMA is a lump sum that employees receive for the additional costs incurred when they are working professionally outside their regular workplace. This allowance is intended to cover the costs of meals and drinks. The VMA is deductible for both employers and employees. Employers can claim the VMA as a business expense, while employees can deduct it as a business expense.
Legal Regulations and Allowances in Germany
In Germany, there are clear legal regulations for the VMA. The amount of the allowances is legally determined and regularly adjusted. In 2023, the VMA rates are €28 for a 24-hour absence and €14 for absences over 8 hours, including days of arrival and departure. These rates apply to both domestic and international travel, with different rates for international travel depending on the country.
Special Cases and Exceptions
For international travel, the VMA rates vary by country, based on the duration of absence. For multi-day trips, the rate of the last location applies, including the day of departure. There is an additional allowance for overnight stays for professional drivers. According to Moss, professional drivers can claim an additional allowance of €8 for each overnight stay, to account for higher catering costs and mandatory shower fees at service stations.
Meal provision: How to optimise your employees' catering
Employer benefits and meal provision
The question of who pays for meals during business trips is a key point in travel expense accounting. Generally, it is at the employer's discretion to cover catering costs. Alternatively, employees can claim the costs as business expenses in their tax returns. According to Haufe, the legal framework for employer-provided meals has changed, shifting from taxing the benefit as income to reducing the employee's daily meal allowance.
Who pays for meals on business trips?
In principle, the employer is not obliged to cover catering costs. However, many companies offer reimbursement to support their employees. If the employer does not cover the costs, employees can claim the expenses as business expenses in their tax returns. It is important for clear rules on reimbursement to be established within the company to avoid misunderstandings.
Provision of meals by the employer
If the employer provides meals, this is offset against the VMA (daily meal allowance). This means the VMA is reduced accordingly. The rates of reduction are legally defined: 20% for breakfast and 40% for lunch and dinner. This rule also applies if the employer arranges the meals through third parties. It is important to note these rules apply only to meals provided by the employer, not to business meals with third parties or typical work meals.
Distinction between regular and 'reward' meals
A distinction is made between regular meals provided by the employer and so-called 'reward' meals. For meals up to 60 EUR, the taxable benefit is waived if the employee can claim a daily allowance as a business expense; however, the daily allowance is reduced. This distinction is important for the tax treatment of meals. Companies should ensure meals are documented accordingly to maximise tax benefits.
21% cost savings: How to plan business trips in Essen more efficiently
Planning and Organisation of Corporate Travel in Essen
Efficient planning and organisation are crucial to optimise your Essen corporate travel and save costs. Use the expertise of travel agencies and online booking tools to find the best offers and adhere to your travel policies. According to UT Union Travel, you can save up to 21% in time and costs with an online booking tool.
Travel Agencies and Online Booking Tools
There are numerous providers in Essen specialising in business travel. Dr. Tigges Reisebüro focuses on professional management and cost control. Columbus Reisen GmbH offers a dedicated corporate travel service. Columbus Reisen GmbH in Essen provides both leisure travel arrangements and a specialised "corporate travel service", indicating a focus on business travel solutions. UT Union Travel offers an online booking tool with cost-saving potential and flexible billing options.
Hotel Options and Cost Control
Essen offers a variety of hotels for corporate travel, differing in price, size, and amenities. From budget to luxury hotels, there's something to meet every requirement. Some hotels offer complimentary stays for every 5th to 51st person, significantly reducing costs for larger groups. When selecting accommodation, you should also consider the distance to public transport and airports.
Compliance with Travel Policies
The integration of travel policies into online booking tools is a vital aspect of cost control. UT Union Travel, for instance, offers a "traffic light system" that monitors compliance with travel policies. This system helps ensure that your employees adhere to the set budgets and policies. By automating travel policies, you can save time and costs while ensuring compliance.
Healthy Eating: Enhance Your Employees' Performance While Traveling
Healthy Eating on Business Trips
Maintaining a healthy diet during business trips can often be challenging, but it is vital for your employees' performance and well-being. With the right planning and preparation, you can ensure that your employees eat healthily while on the road. According to SMARTments business, business travellers should always carry enough water and snacks to avoid unhealthy impulse purchases.
Challenges and Solutions
Hotel restrictions and unfamiliar cities can make choosing healthy options difficult. Good preparation is therefore crucial. Pack snacks like fruit, cereal bars, and nuts to prevent cravings. Use meal prep strategies to avoid relying on calorie-rich buffets. Oberwerth also emphasizes the importance of researching restaurants near the hotel and getting to know the local cuisine.
Choosing Restaurants and Meal Planning
When selecting a restaurant, look out for healthy options. Indian or Thai restaurants often offer steamed vegetable dishes. Use online platforms like Google, Yelp, and Tripadvisor to review restaurants. Don’t hesitate to tailor meals to your individual needs. Ask for modifications to dishes to make them healthier. Inform your hosts in advance about your dietary needs to ensure they can be accommodated.
Self-Catering as an Alternative
SMARTments business offers apartments with kitchenettes, allowing you to prepare your own meals. This is a great alternative to overcoming restaurant limitations and maintaining a healthy diet. Leverage the flexibility to prepare meals according to your preferences and dietary needs. This way, you can ensure a balanced diet even while on business trips.
Expense report: Save time and costs with digital tools
Digital Tools and Expense Management
Digital tools and efficient expense management can significantly simplify travel expense accounting, saving both time and costs. Modern solutions automate many processes and ensure transparent accounting. According to Moss, digital expense management tools simplify the process by allowing employees to submit receipts via an app, and offering corporate credit cards with budget controls.
Simplifying Travel Expense Accounting
Digital solutions like Moss enable app-based receipt capture and offer corporate credit cards with budget control. This significantly reduces the effort required for manual travel expense accounting. Employees can easily submit their receipts via an app, and the accounting is done automatically. Budget controls help you keep track of expenses and manage costs more effectively.
Integration with DATEV
Many digital tools can be seamlessly integrated with DATEV, automating accounting. This saves time and reduces errors. Travel expenses are automatically recorded in DATEV, significantly reducing the bookkeeping workload. By automating accounting, you can focus on your core business.
Daily Allowance and Per Diem
Digital tools automatically calculate daily allowances and per diem rates and disburse them. Country-specific allowances are also taken into account. The automatic calculation and payment of daily allowances save time and reduce errors. By considering country-specific allowances, you ensure that your employees are adequately compensated abroad.
Input tax deduction: Optimise your tax burden on business trips
Tax Aspects and Input Tax Deduction
The tax aspects and input tax deduction are important factors in the planning and accounting of business trips. Correct handling can optimize your tax burden and provide you with financial advantages. According to Steffen und Partner, companies should understand the difference between meal allowances and input tax deduction on actual meal costs.
Meal Allowances vs. Actual Costs
It is important to know the difference between meal allowances and actual costs. With meal allowances, input tax deduction is not possible. However, for invoices with VAT shown, you can claim input tax deduction. Assess which option is more advantageous for your company.
Important Notes on Invoicing
The recipient of the service must be identifiable on invoices. An exception applies to small invoices up to 250 EUR. Ensure that invoices are issued correctly to be able to claim input tax deduction. The invoices must contain the name and address of your company.
Special Regulations for Arrival and Departure Days
For arrival and departure days, there is a flat rate of €14, regardless of the duration of absence. Multiple activities away from the office on the same day are combined to determine the absence duration. Be mindful of these special regulations to correctly account for your travel expenses.
Flexibility and cost control: Shaping the future of your business trips in Essen
Conclusion and Outlook
Optimising Essen business trips requires a holistic approach to various aspects. From the correct application of the VMA to efficient planning and organisation, right through to healthy nutrition and the use of digital tools, there are numerous ways to reduce your travel costs and enhance your employees' well-being. Use the information and tips provided in this article to optimise your business trips in Essen.
Summary of Key Points
We have highlighted the importance of VMA, meal provision, planning, and healthy eating. We also emphasised the benefits of digital tools and the tax aspects. Careful planning and organisation, the consideration of tax aspects, and the use of digital tools can help you reduce your travel costs while simultaneously improving your employees' well-being.
Future of Business Travel in Essen
The future of business travel in Essen will be characterised by flexibility and cost control. Companies will increasingly rely on digital solutions to optimise their travel costs and enhance the efficiency of their business trips. Sustainability will also play an increasingly important role. Companies will pay more attention to choosing environmentally friendly travel options and making their business trips as sustainable as possible.
Are you ready to optimise your Essen business trips? Contact us today for bespoke advice and find out how we can help you reduce your travel costs while enhancing your employees' well-being. Register for free and receive an immediate initial estimate for your property's refurbishment needs.
More useful links
HRworks explains the basics of meal allowances and their tax treatment.
Moss offers a guide on travel allowances for business trips, including flat rates and digital expense management tools.
Haufe provides information on travel expense reimbursement by the employer and the provision of meals during business trips.
UT Union Travel offers business travel solutions in Essen, highlighting the potential cost savings through online booking tools.
SMARTments business gives tips for healthy eating on business trips and the importance of snacks and preparation.
Steffen und Partner clarify the tax aspects of travel expenses and meal allowances on business trips.
FAQ
What are the benefits of using a specialised travel agency for business trips in Essen?
A specialised travel agency like Dr. Tigges Reisebüro or Columbus Reisen GmbH offers professional management, cost control, and tailored solutions to secure the best conditions for your business trips. You benefit from expertise and time savings.
How can the meal allowance (VMA) be correctly applied to reduce costs?
The meal allowance (VMA) covers the cost of food and drinks during business trips. Correct application of legal regulations and allowances, as described by HRworks, can significantly reduce your travel expenses. Pay attention to the current rates and reductions when meals are provided.
How does meal provision by the employer affect the VMA?
If the employer provides meals, the VMA is reduced accordingly: 20% for breakfast and 40% for lunch and dinner. This regulation also applies when meals are organised by third parties. According to Haufe, this is an important aspect of travel expense accounting.
What hotel options are available in Essen for business trips and how can costs be saved?
Essen offers a wide range of hotels in various price categories and with different features. Some hotels offer free stays for every 5th to 51st person, which can significantly reduce costs for larger groups. Also consider the distance to public transport and airports.
How can digital tools simplify travel expense accounting and save time?
Digital expense management tools like Moss enable app-based receipt capture and offer corporate credit cards with budget control. This significantly reduces the workload for manual travel expense accounting and automates bookkeeping through integration with DATEV.
How can you ensure employees eat healthily on business trips to Essen?
Good preparation is key. Pack healthy snacks and research restaurants with healthy options near the hotel. SMARTments business offers apartments with kitchenettes that facilitate self-catering.
What should be considered when invoicing to claim input tax deduction?
Invoices must clearly show the recipient of the service. With invoices that specify VAT, you can claim the input tax deduction. Be aware of special regulations for arrival and departure days, as described by Steffen und Partner.
How can companies in Essen benefit from the expertise of UT Union Travel?
UT Union Travel offers an online booking tool that can save up to 21% in time and costs. The tool integrates company policies and offers flexible billing options to enhance the efficiency of your business trips.
