Before marking the actual travel, please answer to a few questions.
With the help of questions, we will help you find out
- whether you work is mobile or in specialized sector,
- if you have a primary workplace and/or
- have you stayed a night somewhere during your travel.
Remember that you are responsible for the accuracy of the information provided and that the deductible travel expenses must be related to the work invoiced and its time and etc. Further information is available in the instructions of the tax administration.
An answer is required in order to complete the form for travel expenses. The survey will help you find out which travel expenses you can claim.
Enter travel expenses such as mileage allowance, daily allowance, meal allowance and allowance in the space provided on our invoice form.
An example of the form.
- The destination of the trip - the city alone is not enough, please also enter the address (eg. Itämerenkatu 1, Helsinki).
- Purpose of the trip - a more detailed description of what work you have gone to do (eg. painting, meeting with the client, etc.). Mere work, driving, commuting, etc. is not enough information.
A clear description speeds up the processing of the invoice and there are no unnecessary delays in the payment of salaries.
Next, add travel dates and times. Finally, update the address (street address, city) where you left and where you ended up.
By clicking "I have driven the same route more than once" you can enter the desired odds so that you do not have to enter the same route manually several times.
We need daily information when processing your invoice. So in this case, would you enter the following information in the Additional Information field
- Departure time (from home)
- Return time (home)
- Working day (duration)
for each day on which you claim daily allowance or meal allowance.
Please note that meal allowances can be claimed: 1 meal allowance for a working day of more than 3 hours and 2 meal allowances for a working day of more than 11 hours. However, travel time to the workplace is not counted as working time.
Use the form shown in the image below to fill out information about your vehicle as well as any daily allowances and meal allowances.
Add details to the field as follows:
Heavy load transported - specify in the additional information field what you have transported and what size / weight the load is
Trailer - enter details of why you were transporting the trailer and also add the registration number of the trailer.
Add a passenger - enter the person's first and last name and how they relate to the job. For example, are they prescribed by your client?
Driven on a forest road - enter more information on how many kilometers you have actually driven.
For full-time and part-time allowances - the daily allowance requires that the place of work is more than 15 kilometers from your actual place of work or home, depending on which trip you have taken.
Should I add my travel expenses to the invoice?
When considering the price of your service, take your travel expenses into account. You can either include travel expenses in the price of your service or invoice the customer separately for the service and travel expenses.
So, you can choose whether you want the expenses to appear on the invoice and be invoiced from your client. In addition to the work performed, the travel expenses agreed to be paid on the invoice are, in principle, tax-free income for the employee, from which no withholding tax is made. Therefore, if possible, it is always worthwhile to specify the expenses on the invoice and agree on the travel expenses to be paid by your client in addition to the work performed.
If travel expenses are not specified in the invoice or are included in the price of the invoiced work, the expenses are taxable for the light entrepreneur. This means that the costs are deducted from the amount invoiced before the payroll is calculated and the corresponding amount is paid in full without any withholding tax. Also, expenses must be reported for deduction in your personal tax.
Also note that if you have not driven a heavy load, trailer, etc. for the entire trip, you will need to make a separate entry for the parts of the trip that are and have not been included.
You can apply for an income deduction for your unspecified and expenses without receipt in the spring when you complete the tax proposal submitted by the Tax Administration. However, keep in mind that this is a revenue reduction, which means that the compensation is in principle lower (eg € 0.25 / km in 2021). An exception is a few specialties, look at them here (only in Finnish).
In this case, please note that if you are not entitled to specialty travel allowances in the form of income deductions, the allowances will generate income that you may have to pay residual tax after receiving your tax decision.
If you want the expenses to be on your invoice and invoice from your client, choose the option "Automatically add travel expenses to the invoice".
If you wish not to invoice your travel costs from your client, uncheck the checkbox "Add allowances automatically to the invoice". This way the expenses will not be invoiced from your client, which means they will be taxable to you.
How do I mark down the expenses from using public transportation?
Mark down the travel expenses from your public transportation tickets and send in the receipts in "save and add travel costs".