Legal Templates
Travel Expenses Invoice

Travel Expenses Invoice for Switzerland

Travel Expenses Invoice Template for Switzerland

A Travel Expenses Invoice is a formal financial document used in Switzerland for claiming reimbursement of business-related travel expenses. This document must comply with Swiss financial regulations, including the Swiss Code of Obligations and VAT legislation, and serves as an official record for accounting, tax, and audit purposes. It includes detailed itemization of expenses, supporting documentation, and necessary declarations, while adhering to Swiss business record-keeping requirements and standard accounting practices. The document is structured to facilitate efficient processing of expense claims while ensuring compliance with both organizational policies and Swiss regulatory requirements.

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What is a Travel Expenses Invoice?

The Travel Expenses Invoice is a essential business document used in Switzerland for processing and recording travel-related expense reimbursements. It is required whenever an employee incurs business travel expenses that need to be reimbursed by their employer. The document must comply with Swiss regulations, including the Swiss Code of Obligations, VAT legislation, and business record-keeping requirements. This invoice type typically includes detailed expense itemization, required supporting documentation (such as receipts and travel authorizations), VAT calculations where applicable, and necessary certifications. It serves multiple purposes: documenting expenses for reimbursement, maintaining accurate financial records, supporting tax compliance, and facilitating internal and external audits. The format and content must align with both company policies and Swiss legal requirements for expense documentation.

What sections should be included in a Travel Expenses Invoice?

1. Invoice Header Information: Contains invoice number, date, employee details, and company information

2. Trip Details: Summary of travel purpose, destination, and dates

3. Expense Summary: Total amount claimed with subtotals by expense category

4. Expense Itemization: Detailed breakdown of individual expenses with dates, descriptions, and amounts

5. VAT Information: VAT amounts and rates applied to relevant expenses

6. Payment Details: Bank account information for reimbursement

7. Declaration: Employee certification that all expenses are business-related and comply with company policy

What sections are optional to include in a Travel Expenses Invoice?

1. Per Diem Calculations: Include when claiming daily allowances instead of actual expenses

2. Currency Conversion: Required when expenses are incurred in foreign currencies, showing exchange rates and conversion calculations

3. Project Allocation: Include when expenses need to be allocated across different projects or cost centers

4. Advance Payment Details: Include if any travel advances were provided, showing reconciliation

5. Mileage Log: Required when claiming private vehicle usage compensation

What schedules should be included in a Travel Expenses Invoice?

1. Receipt Attachments: Scanned or original receipts for all claimed expenses

2. Travel Authorization: Copy of pre-approved travel request or authorization

3. Mileage Documentation: Maps or route details supporting mileage claims

4. Supporting Documents: Additional documentation such as conference registration, meeting agenda, or event materials

5. Company Policy Reference: Relevant excerpts from company travel policy supporting specific claims

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Switzerland

Publisher

Genie AI

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant Industries

Financial Services

Professional Services

Manufacturing

Technology

Healthcare

Education

Retail

Construction

Consulting

Non-Profit

Government

Transportation

Hospitality

Energy

Telecommunications

Relevant Teams

Finance

Accounting

Human Resources

Compliance

Internal Audit

Sales

Operations

Research and Development

Business Development

Legal

Administration

Project Management Office

Field Operations

Executive Office

Relevant Roles

Employee

Manager

Executive

Sales Representative

Consultant

Business Analyst

Project Manager

Account Manager

Field Engineer

Regional Director

Training Specialist

Research Scientist

Business Development Manager

External Auditor

Financial Controller

Accounts Payable Specialist

Compliance Officer

HR Manager

Industries
Swiss Code of Obligations (OR/CO) Art. 327a and 327c: Governs the reimbursement of expenses incurred by employees in the performance of their work, including travel expenses and the employer's obligation to compensate necessary expenses
Swiss Federal Law on Value Added Tax (VAT Act): Regulates VAT treatment of business expenses and requirements for VAT recovery on travel expenses, including documentation requirements
Swiss Business Record Keeping Regulation (GeBüV): Specifies requirements for maintaining business records and documentation, including retention periods for expense receipts and invoices
Federal Act on Business Travel Compensation: Provides guidelines on compensation rates for business travel, including meals, accommodation, and transportation expenses
Swiss Income Tax Law (DBG): Determines the tax treatment of travel expenses and requirements for distinguishing between business and private expenses
GAAP/Swiss Accounting Standards: Provides guidelines for proper accounting and documentation of business expenses, including travel costs
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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