Weekends on Business Trips: Payment, Time Off, Per Diem

Properly documenting a business trip that falls on a day off helps the employer avoid numerous issues: errors in timesheet completion, incorrect compensation payments, and conflicts with employees. We explain how weekend days are compensated during business trips and more. And if you need help with organizing business trips, contact TravelHub.

What is Considered a Day Off or a Non-Working Day?

Days off are the rest days scheduled according to an employee’s work timetable. The work schedule applicable to an employee on a business trip is determined by the location of the assignment. Non-working days are those declared as holidays by the Government in observance of a public holiday. 

How Is Work on a Weekend Day Compensated During a Business Trip? 

If an employee works during a weekend day while on a business trip, they are entitled to double pay for every hour worked. At the employee’s discretion, this extra pay may be substituted with an alternate day off, to be taken no later than the month following the business trip. The preferred arrangement should be specified in the order or added as an amendment. In addition, weekend days include compensation for travel expenses – per diems and accommodation costs. To find a suitable hotel, use the business trip organization service.

Per Diems: Calculation and Particulars

Per diems are monetary compensations provided to an employee for staying away from their residence. Their minimum amount is established by law. Management may increase, but not reduce, this amount. Per diems are calculated for each full day of the employee business trip.

Calculation of Average Earnings

An employee sent on a business trip continues to receive their salary for the entire duration of the trip, but not less than the average earnings for all the working days of the week as per their regular work schedule. The calculation is based on data from the two preceding months. To determine the average earnings, divide the total amount earned during the period by the number of working days in that period. This calculation includes base salary, bonuses, and allowances, excluding one-off payments and compensations. 

Idle Time During a Business Trip

Idle time during a business trip due to the employer's or third parties’ fault should be compensated at an amount not lower than 2/3 of the salary and not less than the average earnings. However, if the idle time is due to the employee’s fault, no pay is provided (although per diems are still paid). It is important to document the reasons for the idle time and agree on the resolution with the employee. Always consider the risks of idle time, especially when organizing international business trips.

Timesheet Entry

The period of the business trip in the timesheet is indicated with the letter “K”. Travel days are not separately highlighted; however, you can designate the weekend days during which an employee performed work (“W\R”). Not sure how to organize a business trip? Contact TravelHub.

Employer’s Liability

The employer is liable for any breaches of the rules regarding compensation for work on a day off during a business trip. Errors can lead to employee complaints to the Department of Labor Inspection, company audits, lawsuits, and fines. 

Frequently Asked Questions 

• Are overtime hours on a business trip compensated? No, because the compensation for work during a business trip is based on the average earnings at the regular workplace and does not depend on the specific hours worked at the assignment location.
• Is it mandatory to pay for weekend days if the employee did not work? No, if no work was performed, only per diems for the weekend days on the business trip are paid.
• Can an employee refuse to work on a day off? Yes, the employee must provide written consent to work on a day off.