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Polish foreign travel allowance calculator

This calculator applies Polish budgetary-sector rules for foreign business travel. Daily rates and accommodation limits follow the official annex, including territorial exceptions and US city limits. Enter the foreign part of the travel duration separately; results use the destination allowance currency.

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Data: 2026

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Enter data

Confirmed travel duration, provided meals and expenses in allowance currency. Fields marked with an asterisk are required.

Provided meals

Rows follow the travel duration: successive 24-hour periods from departure and the final partial period. Include meals in hotel prices. Shortening the duration can remove final rows.

One amount per night, separated by semicolons or new lines. Each night is capped separately. Do not add hotel costs again under other expenses.

No free accommodation and not during transit; the lump sum is 25% of the country hotel limit.

One unit covers both directions in the destination or another overnight city; 0.5 applies for costs in one direction only. Enter zero for free transport or travel by motor vehicle.

For example tickets, approved travel reimbursement or parking. Do not repeat meals, accommodation or local transport entered above.

Enter the rate applicable to advance settlement under section 20. No live rate is fetched; this is not a separate tax valuation.

How to use the calculator

  1. Choose the destination. Establish the actual foreign duration: border-to-border for land transport, departure-to-return landing at Polish airports for air travel, or departure-to-return arrival at Polish ports for sea travel.
  2. Mark meals in each travel-day unit counted from departure, including hotel meals. Use the separate option for full-board provision.
  3. 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

A complete unit gives one allowance; a remainder up to 8 h gives 1/3, over 8 to 12 h gives 1/2, and over 12 h gives one. Individual meals deduct 15/30/30% of the full daily rate. Full board leaves 25% of the duration-based allowance. A hotel lump sum is 25% of the country limit, local transport 10%, and station transport one or half an allowance. Balance = allowances + approved costs − advance.

Worked example

Germany, one day and six hours without provided meals: 49 + 49/3 = EUR 65.33 in allowances. One EUR 100 hotel night and one EUR 49 station lump sum produce EUR 214.33 before the advance. A EUR 200 advance leaves EUR 14.33 to pay.

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.
  • One destination and one settlement currency. Calculate domestic legs separately. Convert receipts to the allowance currency before entering them; enter your own PLN rate. Excludes hospitalisation abroad, tax valuation and multiple-destination settlements.
  • 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

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 15% of the full daily rate. Lunch and dinner each deduct 30%. Use full-board mode when applicable; it retains 25% of the duration-based allowance, including a partial unit.

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.

Read the supporting guide

Polish foreign business travel 2026: allowances, currency and hotels

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