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Meal allowance creation for German companies

In this article, we explain how to create an additional expense report for meals in the desktop version. Call up the trip for which you would like to enter an additional expense for meals or create an expense report.

In the expenses area, select the additional meal expense and click on "Create".

Now adjust the travel period and select the board rate for the country you are traveling to. Confirm that the 3-month period is not exceeded and click on "Calculate duration".

In the second step, please enter the full address of your destination under "Location". If you are only travelling through one country and do not have a further defined destination, please also enter the full address of your destination there. This information has no influence on the calculation of the flat rate and is only required for tax purposes. If this is a mandatory entry, the "Location" is marked with an *.

Then please tick which meals you have received from your employer. Please note that the system differentiates between arrival and departure days and full days. It is not possible to adjust these automatically calculated dates. If you have any concerns, you can use the comment field so that the accounting department can check this after submission.

Finally, click on "Calculate expense allowance". Once you have entered the data, the system will automatically calculate your additional catering expenses.



You have now created the additional meal expenses in accordance with the German guidelines and can enter additional information (such as cost centers or comments) in step 3. 

If a manual correction of the calculated payment values is required, this can be done at this point. Please note that the values are not automatically added at this point. Finally, press "Save".


If you want to make a modification to the meals or privately paid overnight stays after creation, you can do this via "Edit". The system will then automatically recalculate the additional meal expenses.

Of course, you can then check the created receipt again via "View" or delete it with "Delete".

The meals allowances used correspond to the current publications of the Federal Ministry of Finance in Germany.

Areas marked with * are mandatory and must be indicated. All other areas can be left blank and are only to be used if required.

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