Calculator
Polish domestic travel allowance calculator
This calculator applies Polish budgetary-sector domestic business-travel rules: a PLN 45 daily allowance, hourly thresholds and deductions for provided meals. It separately shows allowances, accommodation, local transport, other approved expenses and advance settlement.
Calculator
Enter data
Confirmed travel duration, provided meals and expenses in PLN. Fields marked with an asterisk are required.
How to use the calculator
- Confirm departure and return with the employer. Enter the actual complete 24-hour days and remaining hours and minutes.
- Mark meals in each travel-day unit counted from departure, including hotel meals. Use the separate option for full-board provision.
- Add eligible accommodation, transport and other expenses without duplication; enter the advance and confirm the rules. Review the table and balance.
Calculation details
Formula and calculation method
Up to 24 h: under 8 h gives zero, 8–12 h PLN 22.50, over 12 h PLN 45. For a trip longer than one day, each complete unit gives PLN 45; a remainder up to 8 h gives PLN 22.50 and over 8 h PLN 45. Meals deduct 25/50/25% of the full rate, floored at zero per unit. Receipted hotels have a PLN 900 nightly limit; an eligible hotel lump sum is PLN 67.50 and local transport PLN 9 per started unit.
Worked example
One day and six hours without provided meals gives PLN 45 + 22.50 = PLN 67.50. One eligible hotel lump sum of PLN 67.50 and two local transport units at PLN 9 give PLN 153 total. A PLN 200 advance means returning PLN 47 to the employer.
Limitations
- Budgetary-sector rules also apply in relevant cases where an employer has no separate policy. In the private sector a collective agreement, workplace rules or employment contract may define another settlement. This calculator does not determine whether a trip is legally business travel.
- Enter actual elapsed time after accounting for time zones and clock changes. Travel-day units start at departure, not midnight. The maximum is 90 days; rules were reviewed on 30 September 2026.
- Excludes foreign legs, time in the employee’s permanent or temporary home locality and a journey home on a day off during a trip of at least ten days. These periods require a separate settlement.
- The calculator accepts one accommodation settlement method. A trip mixing receipted and unreceipted nights needs a complete payroll settlement; do not add two full-trip results, which would duplicate allowances. Lump sums apply only to eligible nights and actual qualifying transport costs. Submit settlement documents within 14 days after the trip ends.
- Allowances after deductions are summed before rounding the total to two decimals. Displayed rows are rounded for presentation and their sum can differ by a cent.
Sources
- Polish business-travel regulation — Dz.U. 2023/2190, sections 5–21
- Foreign daily rates and hotel limits — Dz.U. 2023/2190, annex, pages 8–11
- Polish Ministry — business travel and private-sector employer policies
- Polish Labour Code — Articles 92 and 77⁵ (reviewed 30 September 2026)
Engine version: 1.0.0 · Last reviewed: 30 September 2026
Frequently asked questions
Does breakfast included in a hotel price reduce the allowance?
Yes: by 25% of the full PLN 45 daily rate, or PLN 11.25. Lunch deducts PLN 22.50 and dinner PLN 11.25. Free full board removes the allowance.
Are lump sums automatic?
No. Confirm entitlement and conditions with the employer. Free accommodation excludes hotel reimbursement; no costs or free transport exclude the corresponding lump sum. Do not combine a receipt and a lump sum for the same expense.
What do the total and advance balance mean?
The main amount is allowances and eligible expenses before the advance. Details show either the remaining payment or the sum to return to the employer when the advance exceeds entitlement.
Are entered data and results saved?
Calculations run in your browser. Entered data and results are not saved in browser storage or sent to analytics.