Filling out the travel costs takes a couple of minutes. See instructions below!
1. Fill in the trip information. Select the invoice to which the travel cost belongs and select the travel destination. Indicate whether you invoice the travel costs from the customer or whether you only take them as a tax deduction (note! basically, travel costs that are not invoiced from the customer are seen as income subject to withholding tax).
Fill in the client's name or work destination and the work carried out at the location / locations (what the location was visited for). Also fill in the duration of the journey, the type of vehicle and the registration number. Finally press next.
2. Go to fill in the address information for the trip and how much time you spent on your work. Write down how much time you spent on your work during the trip and how many kilometers you drove.
Fill in the address of your starting point and the address where your route ended. If you have several addresses you visited, press add address line and mark the addresses according to the route you drove. Also note how this item was related to the work trip. If you returned to the starting address, click the check box.
3. Choose which compensation you want to apply for, per diems or meal allowances. The system also tells you which compensation you are entitled to base on the information you provided earlier.
Please note that you can apply for meal allowances as follows:
1 meal allowance for a workday of more than 3 hours and 2 meal allowances for a workday of more than 11 hours. However, travel time to the site is not counted as working time.
For full-time and part-time per diems - payment of daily allowance requires that the place of work is more than 15 kilometers away from your actual workplace or apartment, depending on where the journey is made from.
4. Summary. Check that the information is correct and finally press save. And that's how the entry of travel costs is complete!
Why are travel costs itemized on the invoice?
According to the tax administration's instructions, the invoicing service can pay tax-free compensation for travel expenses when the travel costs have been agreed with the customer and the agreed travel costs have been itemized with the invoice. This ensures that the customer accepts the agreed travel costs and that they can be invoiced to you tax-free through the invoicing service.
In order for the invoicing service to pay tax-free compensation for travel expenses to a light entrepreneur, it needs to be specified in the service agreement between the light entrepreneur and the client. For this reason, travel expenses must always be added to the invoice as a separate line item. They cannot be paid tax-free if they are included in the contract price without their own invoice line.
Note: When adding travel expenses in the UKKO service, they are automatically added to the invoice as a separate line. Please ensure that you have agreed on the compensation of travel expenses in advance with your client. After adding the travel expenses, double-check that the invoice details and the final amount match the terms of the service agreement.
Also consider that if you have not transported a heavy load, a trailer or something like this for the entire trip, you must make a separate record of the parts of the trip that have and have not been included.
You can apply for an income deduction for your unspecified and receipt less expenses in the spring when you complete the tax return sent by the tax administration. Please remember, however, that in this case it is a deduction for generating income, which means that the compensation is basically lower (e.g., 0.57 €/km in 2024). An exception is made by a few special fields, please see them here.
"How do I mark the expenses incurred from using public transport?"
Mark travel ticket expenses for public transport as expense reimbursements and send the receipts under "Create a new expense reimbursement".