Business trip

Part of the work performance is the arrangement of a regular workplace. This refers to the determination of the location where the employee is to perform work for the employer according to the contract. However, situations may arise in the work process where the employer needs the employee to perform a certain task outside of the agreed workplace. This may involve the need to secure a work task, negotiate a contract, or otherwise represent the employer in a location different from the usual workplace. A deployment outside the regular workplace is referred to as a business trip. In this context, the employee has several statutory entitlements that help cover expenses and compensate for the time spent away from the usual workplace.

What is a business trip?

According to the Labour Code, a business trip is understood as a time-limited assignment of an employee by the employer to perform work outside of the agreed workplace. A business trip involves performing work away from the regular workplace specified in the employment contract. The employee is entitled to various statutory rights related to covering expenses and compensating for the time spent away from their usual workplace. A business trip can be:

• A domestic business trip within the Czech Republic

• An international business trip

• A business trip when working remotely

• A transfer to another workplace

• A temporary assignment to another employer

When an employment relationship is established, the workplace is agreed upon. This determination is a key component of any employment contract, as it specifies the exact location where the employee is obliged to perform the tasks assigned to them. Performing tasks outside this agreed workplace is usually considered a business trip.

How long does a business trip last?

The employer is entitled to send the employee on a business trip only for the period that is strictly necessary. While the law does not specify the exact duration of a business trip, this period must be determined before the trip begins. If an extension is needed during the trip, it is possible only for a limited period and with proper justification.

If the arrangement involves an indefinite assignment of work to another employer who gives the employee instructions, it is more likely to be considered an assignment rather than a business trip.

Work in a different organizational unit – The employer may also send the employee to a different organizational unit of the company. In this case, the employee still performs their work according to the employer’s instructions, who has sent them on the business trip, and it is possible for the supervision of the employee’s work to be temporarily assigned to another manager.

Basic conditions for sending an employee on a business trip

The employer can only send an employee on a business trip with mutual consent. The employment contract may include the employee's consent to being sent on business trips in general. However, there are cases where the employer needs the employee's explicit consent for each trip. This applies especially when the employee must care for individuals who rely on their care:

• If you are a pregnant employee

• If you care for a child under the age of 8

• If you care for a person dependent on your care

• If you are a single parent caring for a child under 15 years of age

In such cases, the employee must explicitly consent to each such assignment to a business trip.

Travel reimbursements and what you are entitled to

During a business trip, the employee is entitled to reimbursement for travel expenses, accommodation, meals, and other necessary expenses. For international trips, reimbursements are governed by specific rules. For the calculation of reimbursements, it is essential to determine the regular workplace – if not specified, the most frequent starting point for business trips will be considered the regular workplace.

Reimbursement for travel expenses

• Public transport ticket expenses

• Reimbursement for the use of a personal vehicle (currently in 2025, at least CZK 5.80/km + the average cost of fuel)

• Airfare, taxi services, and other transportation

• Local transportation at the business trip location

Reimbursement for accommodation expenses

• Full reimbursement for verified accommodation expenses

• The employer may specify the type of accommodation or its cost limit

• Accommodation must be reasonable in relation to the conditions of the business trip

Meal allowances

For the year 2025, the following minimum meal allowances apply for business trips within the Czech Republic:

• CZK 148 for a trip lasting 5-12 hours

• CZK 225 for a trip lasting 12-18 hours

• CZK 353 for a trip lasting more than 18 hours

The employer may provide a higher meal allowance than specified by law. Note that the meal allowance may be reduced if the employer provides meals (breakfast, lunch, dinner).

Foreign meal allowances

For international business trips, you are entitled to meal allowances in foreign currency. Basic rates are set by a decree from the Ministry of Finance for individual countries. For example:

• Germany: EUR 50/day

• Slovakia: EUR 45/day

• USA: USD 65/day

The specific amount is always determined by a decree for the particular country.

Reimbursement for necessary incidental expenses

• Parking fees

• Entrance fees to trade fairs related to the business trip

• Telephone calls for business purposes

• Baggage storage fees

• Mandatory vaccinations before an international trip

Working hours on a business trip

During a business trip, the time spent performing work according to the employer’s instructions is considered working time. However, you must know that:

• Time spent traveling outside working hours is not considered work but a work obstacle.

• You are entitled to compensation for this time in the amount of your average earnings, but only for the time falling within your working hours.

• If you travel outside working hours (evening, weekend), you are not entitled to compensation for lost wages unless it is specified otherwise in the collective agreement or internal regulations.

Practical procedure for a business trip

Before the business trip

• You will receive written authorization for the business trip (so-called travel order) from the employer.

• You may request an advance for the business trip to cover expected expenses.

• Clarify the conditions of the trip – transportation, accommodation, work tasks.

During the business trip

• Keep all receipts for expenses (tickets, receipts, invoices).

• Keep a record of the time spent on travel and work performed.

• Record incidental expenses as well.

After returning from the business trip

• Within 10 working days, you must submit the necessary receipts to the employer for settlement.

• The employer is required to settle the expenses within 10 working days of submitting the receipts.

• Within the same period, the employer must fulfill your claims (pay the difference between the advance and actual expenses).

Be careful

• Internal regulations of the employer – may regulate certain conditions of business trips beyond the law.

• Collective agreements – may contain more favorable conditions for employees.

• Employment contract – check what you have specifically agreed to regarding business trips.

• Know your rights as an employee

Business trips are a specific part of the employment relationship that provide employees with several entitlements. Knowing these entitlements will help ensure that you receive everything you are entitled to by law. Always keep in mind that the Labour Code sets the minimum standards that the employer must adhere to. Many employers provide additional benefits related to business trips that may be regulated by internal regulations or collective agreements.

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