Is it necessary to arrange a business trip for work that involves travel?

In certain fields, employees work on the road. This format involves performing professional tasks at various geographical locations, outside of a fixed workplace. It may include a sales representative, driver, field engineer for equipment installation and repair, freight forwarder, or a regional account manager who works with clients in different areas. However, there are instances when it is necessary to formalize a business trip for employees with mobile work arrangements. We explain the nuances, and for organizing business trips we recommend using TravelHub.

Formalizing Mobile Work Arrangements

The employer determines the list of professions and positions that fall into this category—a company is obliged to provide compensation for this type of work. The amount and conditions of the compensation are also set by management. Keep in mind that per diem payments for mobile work cannot exceed the established rates for business trips. The employee’s duties are specified in the employment contract for mobile work and in the job description. It is important to define the territory within which the employee is expected to travel, as well as the work schedule.

Is a Business Trip Possible with Mobile Work?

Yes, this is possible. Determining whether a business trip will be recognized as such under mobile work conditions depends on the employment contract and job descriptions in each specific case. However, this option is generally characterized by the following factors:

• The destination is located outside the designated work region. For example, if a driver normally operates within one area but is now sent abroad, that trip will be recognized as a business trip.
• An official assignment differs from the employee’s regular duties. If an employee is sent for additional training or to take part in a business event in another town (a different selection of hotels for business trips is available on TravelHub), the trip should also be recognized as a business trip.

Organizing corporate business trips requires great attention and an individualized approach in each case.

Documenting a Business Trip

It is important to properly process all documentation: the business trip order issued before departure, an identification document, and an expense report upon its conclusion.

Compensation and Expenses

We discussed expense compensation for regular mobile work above. When an employee is sent on a business trip, the conditions are different. The employee must be reimbursed for travel expenses (you can find airfare for business trips on TravelHub) and lodging (with supporting documents), as well as receive per diem payments. Note that on days when business trip expenses are paid, the additional mobile work allowance is not accrued.