Business trip in Chinese company: how to apply correctly

Business trip means that the employee leaves his permanent place of work and goes on a trip. However, if it is expected that if this employee will work in a remote office for more than three months, this will be considered a change of job and will not be considered a business trip. Therefore, if you have a work permit issued on the basis of your work in a company located in city A, then you will not be able to stay in any other city B for more than three months (if you find a regulatory document that refutes this, let us know)


Before employees go on a business trip, the line manager approves the employee's travel application 出差申 to avoid unnecessary travel and control expenses.

 All departments must establish and strictly enforce a travel approval system. Headquarters staff traveling on a business trip, permanent staff of local overseas agencies traveling in the provinces, and permanent staff of overseas agencies traveling overseas must complete a travel application in advance and attach the travel application to the reimbursement form.


If you are on a business trip at the invitation from outside, etc., then an invitation letter and other documents must be attached to the business trip application. The business trip application must be completed completely and in detail, including the date of departure from the business trip, the estimated time of the business trip, the purpose of the business trip, etc., and must be approved by the person responsible for the business trip.


When filling out an application for a business trip, you must clearly indicate the purpose of the business trip. It is not enough to describe a travel request as "attending a meeting". However, if the business trip involves company secrets, the purpose of the business trip cannot be described in detail.


After returning from a business trip, the traveler must immediately complete the documents on reimbursement of expenses and attach the relevant original invoices for reimbursement of expenses.


To ensure the authenticity of the expenses incurred, it is necessary to truthfully declare travel expenses and related expenses incurred by the traveler and it is strictly forbidden to declare personal expenses.


When traveling on a business trip, you must comply with the labor laws of the People's Republic of China:

 "Labor Law of the People's Republic of China" Article 36 states that the state has a working time system in which workers work no more than eight hours a day, and the average working week is no more than 44 hours.


Article 37 For employees performing piece work, the employing unit shall reasonably determine their labor rate and the amount of piecework wages in accordance with the working time system established by Article 36 of this Law.


Article 38 The employer provides the employee with at least one day off per week.

Article 39 If an enterprise is unable to implement the provisions of Articles 36 and 38 of this Law due to its performance characteristics, other work and leisure measures may be applied with the approval of the Labor Regulations Department.


An employee assigned to work at a company office in another location due to assignment, secondment, etc. will be a permanent employee from the date of registration, and the new job will be a permanent job.


If initially it was a temporary business trip, the duration of which should not exceed three months, but actually exceeded three months, starting from the fourth month it will not be considered a business trip, and the new place of work will be a permanent place of work.


All travel extensions must be approved by the line manager in advance, the reason must be stated on the compensation form after the trip ends or a text description must be attached, and the line manager's approval must be obtained.


If an employee travels on the Spring, May Day, and October holidays and is still on a business trip during this period of time, the employee must explain on the expense declaration that they intend to receive a travel grant after the approval of their line manager.


If after the end of the business trip the employee has a vacation, he can return or stay at the place of the business trip. However, all costs of the extended stay at the posting site are borne by the staff member and the extended stay does not benefit from travel subsidy.

During a business trip, you should choose a reasonable route. For business trips within the country, take the most direct route possible; For business trips abroad, the purchase of air tickets, re-routing, adding stops or detours must be approved by an authorized person, and the relevant procedures must be completed through a designated department.


For group trips, the head of the organizational department appoints a special person who will be responsible for write-offs and expenses and reimbursement of expenses during the trip. In principle, an overseas group should ask a travel agency certified by the company to help with accommodation and other matters.


Travel expenses are necessary and reasonable expenses incurred by company employees to perform scheduled tasks during business trips, including: travel expenses, accommodation expenses, transportation expenses within the city, travel and accommodation subsidies, other official miscellaneous expenses. expenses, etc.


Transit transportation fees mainly include round-trip airfare, ferry tickets, train tickets, intercity bus tickets and contingency fees for airport construction, personal accident insurance, etc. Transportation costs in transit are reimbursed by invoices within the limits company expenses.


Under normal circumstances, employees should use economy aircraft for business travel and try to fly directly on business schedules.


If an employee needs to cancel or re-route a booked international air ticket due to work needs, they must complete a refund application as soon as possible and submit the full international air ticket to the designated department at the same time.


Employees must purchase discounted air tickets with limited conditions in terms of cost awareness, but they must make smart choices based on business purpose and business travel time requirements.


All employees for whom the company has purchased accident insurance are not reimbursed for personal accident insurance premiums when they go on a business trip.


Employees of the company may use a taxi or other public transport when traveling on business, and they will be compensated based on the amount actually incurred. If you want to take a taxi if your destination is 200 kilometers from your place of work, you should ask your direct manager in advance.


Only when you receive customers or if there are no other vehicles (or more expensive ones) you can rent a car. When renting cars, the principles of safety and economy, as well as the rental agreement, must be observed.


During a business trip, employees can comprehensively consider factors such as convenience, price, etc., choose to stay in a contracted hotel or a non-contracted hotel near the place of travel, but they must remain within the standard. living expenses.


 Start and end dates, as well as the cost of accommodation, must be indicated on the accommodation invoice. For those staying in hotels above three stars (including three stars), in principle, a detailed list of expenses should be provided with the reimbursement. Personal expenses such as meals, personal conversations and laundry expenses listed in the hotel accommodation list are borne by the individual.


Other expenses incurred by business travellers, such as postal and telecommunications fees, luggage fees, ticket purchase fees, document copying fees, fax fees, etc., shall be reimbursed according to the facts.

When reimbursed for expenses related to business calls, employees must provide a list of telephone conversations (records of conversations, phone numbers), and expenses required to access the Internet for work while on a business trip are reimbursed on the facts.

The refund processing fee for air tickets, train tickets, etc. requires the reason for the refund, and refunds can only be made if it is for business purposes.


If an employee is traveling abroad on business and does not have a passport or the passport has expired, the costs of applying and renewing the passport will be reimbursed. If the employee already has a valid passport, it will not be refunded. Employees must provide original documents of required expenses incurred in issuing passports or visas, along with the reimbursement form.


All expenses for accommodation, airfare, transport or car rental, and any other personal expenses must be reimbursed by official original invoices (credit card receipts can also be used for international invoices). If there are no invoiced expenses on business trips abroad, the “Foreign Expenses Reimbursement Form without invoices” must be completed and reimbursed after being signed by the relevant responsible person and approved by the signing financial person.


When reimbursing travel expenses, if there is a foreign currency exchange, it is necessary to indicate the exchange rate or provide a foreign currency exchange form in order to facilitate the conversion of expenses into different currencies.


All expenses must be reimbursed on time. For short-term business trips, they must be submitted to the finance department for reimbursement within one month from the date of return from the business trip.

In the case of long-term business trips for up to three months, travel expenses within the country must be reimbursed within 2 months after the incident, and travel expenses abroad must be reimbursed within 3 months after the business trip.


If unnecessary or unreasonable business trips and false or misrepresented expenses are found, they will be sent to the Human Resources system for notification and criticism, fines and penalties depending on the severity of the circumstances.