Travel and Expense Reimbursements for Flovi Assignments
Travel and expense reimbursements related to Flovi assignments are processed according to Flovi’s compensation periods.
We recommend that you submit your travel and expense claims immediately after completing your gig, but no later than by 3 PM on the Monday following the previous payment week.
If the compensation period has already ended and you still have expenses or mileage from that period, you can include them in your personal tax return.
Travel allowances
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Travel reimbursements are submitted via the Flovi app by pressing the button “Claim your expenses” (for a moment "vieraile" or "visit") Click the button to start entering your expenses (by pressing the + icon), then tap “Create new”.
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If you want to log mileage, start here and press “Add new route”:
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Fill in the required details and press “Calculate route and distance”
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You can add multiple routes if needed
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3. If you want to log daily allowances, continue to section 2 and press “Add daily allowance”
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Fill in the required details
For daily allowances, here's a quick guide:
- To qualify for half-day allowance, the work-related travel must last more than 6 hours
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To qualify for full-day allowance, the travel must last more than 10 hours
You cannot apply for a daily allowance
if you stay over night at home, in which case the gig will end at the time you arrive home from the gig.
if you stay in another location after the gig, and the new gig does not start the next morning.
Expense Reimbursements
1. Expense reimbursements are also logged via the Flovi app using the “Log your expenses” button. Click it to enter your expenses (press the + icon), and then tap “Create new”.
2. If you want to log receipts, start from section 3 and press “Add expense receipt”
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Click “Take a photo” or “Select file”
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Wait for the AI to analyze the receipt and auto-fill the info boxes
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Correct or fill in any missing information
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Add multiple expenses if needed
Make sure your receipt shows:
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The total amount
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The VAT
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The payment method
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The merchant’s details
If this information is missing, your expense may be rejected.
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.
- You do a gig for Flo in the morning that lasts over 6 hours and then immediately move on to another client's gig that lasts several hours. In total, the gig for two different clients lasts over 10 hours.
You cannot claim the same daily allowance for two different clients' gigs. You must record daily allowances for Flovi gigs through the Flovi application and gigs for other clients in our system as usual.
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.
- fuel costs
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.
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.