How to create new daily allowance (per diem)
Click “+ New Expense”-button and choose “Per diem”.
Fill in description and choose cost centers, country, start date/time and end date/time
Mark any free meals received, these meals will reduce the per diem. The meal section of the form can look different depending on your Company's country section.
Finland:
According to the Finnish tax authority's hotel breakfast and/or meals included in e.g. plane ticket price have to be included in the form Tax-exempt allowances in 2026 for business travel - vero.fi
Meal 1 usually means breakfast or lunch.
Meal 2 usually means Dinner/Evening meal, but if you have received e.g. breakfast and lunch you need to mark this check box as well.
Sweden:
Hotel breakfast included in hotel price and/or plane ticket included meals do not need to be filled in form Kostförmån, personalfester, julbord och intern representation (Privat) | Skatteverket
Fill in breakfast, lunch and/or dinner based on the meals you received. The meal allowance check box is meant for meals paid by employer or representation event meals.
Click Submit or Save as draft if you need to include attachments to your form.
Add attachment and click "Submit".
In the view on the left you can see whether your expense claims are in approval or waiting to be sent to accounting.
General information:
You can only use Bezala's daily allowance form for multiple countries when the company is based in Finland.
You cannot create 2 different per diems for the same day & time.
You can add an attachment to the daily allowance form in the browser version of Bezala after you have saved the form.
Per diems can be automatically reported to Finnish incomes register or Swedish Skatteverket.
Note: Per diem rates are updated annually by tax authorities. Company-specific rates may differ from standard tax authority rates.
Common Issues
No per diem calculated:
Trip is too short: many countries require at least 1 overnight stay.
Trip is too near home or home office, e.g. in Sweden you need to travel at least 50km away.
All meals marked (reduces per diem to 0)
Advance payment has been equal to or greater than the per diem:
In exceptional cases, some companies pay an advance amount to the employee via the receipt form, which is later deducted from the per diem paid to them.
Lower than expected:
Check free meals marked
In some countries long trips reduce daily amount (e.g. Bulgaria > 30 days have 25% reduction).
New multi-country daily allowance and selecting the country of departure
This feature is currently only available for companies based in Finland.
OBS! All times (steps 3-4, 7, 9) in the form must always be filled in according to the Finnish time zone UTC+3 (summer)/UTC+2 (winter).
To help you understand the logic of the form, it is good to understand that all the gaps between times are calculated automatically. This means that the form should be filled out according to the logic: start time-end time-end time-end time (etc.), where the end time in the middle of the chain represents both a start and end time simultaneously (you finish the previous step and start the next step at the same point in time).
Open the per diem form and fill in the following fields like this:
Description: write purpose of the trip, visited countries (and cities).
Country (1): select the country where the first day of travel ends.
Start time: select the time you left home for the trip.
End time: select the time you arrive (e.g. airplane arrival time) in country you choose in step 6.
Adding more countries of destination
5. Click "Add another country" button.
6. Country: select the next country
7. End time: write the time you arrive in next country (e.g. time your airplane arrived in country after country in nr. 6).
Always fill in the return time as the arrival time to the next country, for example, the arrival time of the plane/boat to the next country (step 4 and 7), see the example below.
Repeat steps 5–7 for all countries of destination.
Ending the trip
8. Country: select the country you visited last before returning to Finland.
9. End time: select the end time of the trip.
Marking free meals received during the trip
10. Select the free meals.
Saving
11. Click "Submit".
Multi-country daily allowance: a few examples with screenshots
Example 1: travel days in Finland and Germany
- trip starts from home in Finland on 4 August 2025 at 13:00
- flight to Germany arrives in Finnish time on 5 August 2025 at 16:00
- flight back to Finland arrives in Finnish time on 9 August 2025 at 13:30
- trip ends at home in Finland on 9 August 2025 at 19:00
Example 2: travel days in Italy and Finland
- trip starts from home in Finland on 4 August 2025 at 14:00
- flight to Italy arrives in Finnish time on 5 August 2025 at 09:00
- flight to Finland arrives in Finnish time on 7 August 2025 at 12:00
- trip ends at home in Finland on 8 August 2025 at 22:00
Example 3: travel days in Ireland and the United Kingdom
- trip starts from home in Finland on 4 August 2025 at 15:00
- flight to Ireland arrives in Finnish time on 4 August 2025 at 20:00
- flight to United Kingdom arrives in Finnish time on 7 August 2025 at 11:00
- flight to Finland arrives on 10 August 2025 at 14:00
- trip ends at home in Finland on 10 August 2025 at 19:00
Would you like to group several events into one travel expense report? You can group expenses by using a tag with the @ symbol (Ex: @Gothenburg) in the description field. Grouping helps you and your manager understand the total expenses of the trip and facilitates approval.
Use the same tag in all expenses you want to combine. |