Instructions for invoicing work-related travel expenses and allowances
Please send us the travel allowance forms and expense invoices as soon as possible after your gig is over.
Travel allowances and expenses related to Biila Go gigs are processed every two weeks according to Biila's commission periods. We recommend adding travel allowances and expenses immediately after completing the gig, but no later than 3 PM on the Monday of the commission payment week.
Mark all gig ID´s related to the expenses on the form e.g. D-1234.
Also, specify the departure and arrival locations for transfer e.g., Oulu-Helsinki.
Travel allowances
- Log in and click Travel allowances -> New Travel allowance
2. When selecting the type of travel allowance, choose "Travel allowances related to the assignment."
Fill out the forms according to the instructions.
We’re here to help! If our customer service team needs more information about your expenses and allowances before they can approve them, they’ll reach out to you. It’s important to accurately record your travel details in the system, including the travel route, distance, departure and arrival times, and odometer readings before and after your trip.
For daily allowances, here's a quick guide:
to qualify for a half-day allowance, your business trip should last over 6 hours. If your trip exceeds 10 hours, you’ll be eligible for a full-day allowance.
Expenses
- Log in and click Expenses -> Create new expense
2. When selecting the type of expenses, choose " The expense is related to assignment.
Travel tickets and accommodation expenses will be accepted against receipts. Make sure that, in addition to the amount, the VAT and payment method are visible.
Examples of Biila Go gig travel allowances and expenses
- You drive a gig from Vaasa to Pori. You start driving at 10:15 and arrive in Pori at 12:45. You cannot claim a partial daily allowance because your working time is less than 6 hours.
- You travel from your home in Vaasa to Pori by bus on Wednesday. You stay at your friend's place and get a gig to Vaasa the next day. The drive starts at 13:15 and ends at 15:50. You cannot claim a daily allowance because your working time is less than 6 hours. You can include the bus ticket in your expense claims.
- You drive a gig from Vaasa to Pori in the evening. You started driving at 19:00. You stay at your friend's place. The next day, you drive a trip from Pori to Vaasa and arrive at 11:00. You can claim a full daily allowance because the work continues the next morning. So, the workday lasts over 10 hours.
What expenses cannot be claimed for reimbursement?
We cannot accept the following as expenses: Season tickets, such as monthly or daily tickets. You can deduct these in your own taxation as income-related expenses. We only accept meal allowances for construction and special field work.
Expenses based on receipts are included in the total compensation. They are processed as tax-free reimbursements. When travel allowances and expenses are added to your total compensation, you won't see an increase in the overall amount; instead, the taxable portion will be reduced. If your expenses happen to be higher than your commission, they won't be included in the final calculation. Instead you can put those on your own taxation.
You can then include reimbursements based on receipts in your own taxation as income-related expenses. Example: If the commission to you is 200 euros and a partial daily allowance of 24 euros and expenses of 5.70€ are deducted, the withholding tax is only withheld from the 170.30 euro part for the Tax Administration.