How to submit Per Diems and Mileage Expenses in Sweden?

Here's how to accurately submit your per diem and mileage claims in Sweden, ensuring smooth and timely processing.

1. Tracking Your Expenses

Mileage and Per Diem Records: Keep detailed records of your mileage and per diems in an Excel sheet. This sheet should include the dates of travel and specific routes taken. Accurate records are essential for payroll processing.

2. Meal Deductions

Employer-Covered Meals: If your employer provides any meals (breakfast, lunch, or dinner) during your travel, these must be deducted from your per diem claim. Failure to do so may result in incorrect compensation.

3. Understanding Tax-Free Per Diems

Domestic Travel:
- Full-day per diem: 290 SEK
- Half-day per diem: 145 SEK
International Travel:
- Refer to the Swedish Tax Agency's website for up-to-date tax-free per diem rates for various countries.

4. Tax-Free Mileage

Personal Vehicle Usage: If you use your personal vehicle for work-related travel, the tax-free mileage rate is 2.50 SEK per kilometer. Ensure you track your kilometers accurately.

5. Submitting Your Expenses

Preparing Your Excel Sheet: Once your Excel sheet is complete, convert it to a PDF for submission. This sheet should clearly outline all mileage and per diem details.
Uploading to the Platform:
1. Log into the expense submission platform.
2. Select the "Others" option.
3. Enter the total amount.
4. Attach the PDF version of your Excel sheet.

6. Important Deadlines

Monthly Submission Cutoff:
- To ensure your expenses are included in the current month’s payroll, submit your claims by the 5th of each month.
- Any expenses submitted or approved after this date will be processed in the following month’s payroll.

By following these steps, you can ensure that your per diem and mileage claims are accurate and processed in a timely manner.