Business trip FAQ - Everything you need to know about preparation, realisation and accounting

What is the difference between a business trip and a business trip?
The two terms are often used interchangeably. "Business trip" refers to a work-related journey on behalf of the employer - regardless of whether it involves customer appointments, trade fairs or training courses. "Business trip" is usually used in a broader, international context.

How do I plan a business trip step by step?
Define the destination, time frame and budget. Plan transport, accommodation and meetings well in advance. Check travel documents, insurance and visas if necessary. A structured checklist for business trips helps you not to forget anything.

What do I need to consider when booking transport and accommodation?
Choose flights, hotels and hire cars according to your travel policy and budget. Look out for flexible fares, centralised billing and sustainability aspects. A professional travel agency for business trips saves time and optimises costs.

What does a good packing list for a business trip look like?
In our checklist for business trips you will find a complete overview - from documents to technology to clothing.

What insurance is important on a business trip?
At the very least: travel insurance, health insurance with cover abroad, accident insurance and, if applicable, baggage insurance. A centralised company policy is recommended for business trips.

How do I manage my time and appointments efficiently when travelling?
Plan buffers between meetings, use digital calendars and travel apps. A clear structure with daily goals and fixed rest periods has proven effective.

What happens if my flight is cancelled or appointments are postponed?
Contact your travel agent or contact person immediately. We provide support with rebookings and new travel connections - quickly and easily.

How can I stay productive on business trips?
WLAN access, rest periods and prioritisation help. Even small routines (e.g. sport or fixed sleeping times) increase performance.

What cultural differences should I be aware of?
Find out about local customs, punctuality, greetings and dress code. Respectful communication is key to successful business relationships.

How do I avoid typical mistakes?
Too tight scheduling, unclear responsibilities or missing documents are common pitfalls - good preparation prevents them.

How does the travel expense report work correctly?
Collect all receipts (hotel, meals, transport), assign them to cost centres and submit them digitally or manually. Our Cost control & accounting page offers professional support.

Which documents need to be submitted?
Receipts, booking confirmations, credit card statements, authorisations or visas if applicable.

How can I document the results of my trip?
Create short reports, meeting summaries and feedback notes to optimise future trips.

What costs can I deduct for a business trip?
Travel expenses (flight, hotel, transport, meal allowances) are generally tax-deductible if they are business-related.

What role do travel guidelines play in the company?
They define standards for booking, budget, class selection and reporting - and are the basis for professional business travel management.

What risks are there when travelling on business?
Illness, flight cancellations, political or weather-related risks. Good travel risk management minimises these dangers.

What is the duty of care?
Companies must ensure the safety of their employees when travelling - e.g. by providing information, emergency planning and support abroad.

What to do in an emergency while travelling?
Even without a 24-hour hotline, we are available during office hours to provide support and coordination - for example with rebooking or contacting service providers.

How can business trips be made more sustainable?
Favour train journeys for short distances, combine appointments (multi-stop trips) and choose sustainable hotels or airlines with CO₂ compensation.

Are there guidelines for environmentally friendly travel?
Yes - many companies integrate sustainability into their travel policies and report on CO₂ emissions as part of their travel management.