Payment for travel time during business trips

When planning a business trip, it’s important to remember that travel to your destination can take a considerable amount of time – this must be factored in and properly compensated. Here, we discuss the nuances of this topic. And for seamless corporate business trip organization, use TravelHub.

What Counts as Travel Time?

When calculating the days on a business trip, in addition to working hours, all days are counted – the day of departure, travel time, weekends, holidays, and the day of return from the trip. The business trip starts at the moment the transportation leaves the employee’s primary workplace toward the destination – and all travel time, excluding the departure and arrival days, is recognized as time spent traveling. 

Conversely, the day of arrival is defined as the day the transport reaches the employee’s primary workplace, excluding the day of departure – everything in between is considered travel time. The specific hour matters: if a bus departs before midnight, the same day is counted; similarly, if the transport arrives after midnight, the day that has commenced is considered the day of arrival and becomes part of the business trip, even if the vehicle arrives at night and the work shift begins in the morning. Transfers or forced stops are also included in the travel time. To plan the most convenient route, use the business trip organization service TravelHub.

Legal Framework for Travel Time Compensation on Business Trips

The issues of compensating travel time are regulated by the Labor Code of the Republic of Belarus and various documents, one of the most important being the Decree No. 176 on the procedure and amounts for expense reimbursement, guarantees, and compensation during business trips. 

How Is Travel Time Compensated on Business Trips?

First, let’s clarify whether travel time counts as working time. The answer is no – it is part of the business trip period but is not considered working time. Now, turning to the financial aspect: travel time is compensated, but since the days spent in transit are not considered working days, the employee receives only per diem allowances for those travel days, not regular wages. Overtime pay is also not accrued for travel time during business trips. 

However, the days on which an employee departs for and returns from a business trip are recognized as working days if they fall on a weekday. If the departure or return occurs on a weekend, those days are compensated only at the per diem rate. In such cases, if the employee so desires, the employer must grant an equal number of paid days off. This travel time compensation must be provided during the month of the business trip or the following month. Be sure to clarify all the details regarding accommodations during an international business trip, because delays in long trips are common. 

Documentation

To avoid confusion and complications in calculating working days, it is essential to include all the details in the business trip order: state its duration, specify the departure and arrival days, and note the travel time if planned. Only after this should you begin booking flights for the business trip. The dates can be confirmed with stamps in the business trip certificate (although this document is not mandatory). In the time sheet, the entire business trip period is marked with the letter “k”.

Common Mistakes and Risks

One of the most common mistakes, even among good managers when organizing business trips – is the improper documentation of the employee’s business trip. Mistakes in the order or in the advance report can lead to incorrect calculation of the days spent on the trip and improper per diem and compensation payments. In such cases, the employee has the right to contact the Department of State Labor Inspection for fair payment, and the company may face fines. Another issue could be discrepancies in collective agreements. Ensure that all documents include consistent information.