Business travel reimbursement, employment and income verification letters
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A team of international business experts. On staff — lawyers, auditors, accountants. We support clients at every stage: from launch to scaling. Focused on results and long-term resilience.
What Do We Do?
We combine legal, accounting, and consulting support. We take over operational tasks and cut out bureaucracy. One-stop service: company registration, bank accounts, licensing — all in one package.
Why Trust Us?
We offer solutions tailored to specific business goals. No upselling, no hidden terms. We help build structures that protect client interests and guide every step. Hands-on experience with startups, IT businesses, foreign branches.
How We Work?
- First — goal analysis. Then — building a custom strategy.
- We register legal entities, open bank accounts, and handle licensing.
- We provide legal and accounting support. We adjust the strategy based on actual results.
Key points about business travel reimbursement, employment and income confirmation letters
Business trips in Poland look simple on paper — but in practice, every case comes with its own twists. One employee needs daily allowances, another asks for a hotel refund, someone else needs a letter for the bank — and suddenly it’s a dance with a tambourine. Below is a step-by-step guide on what to do.
Business trips: where to start
If someone’s going on a business trip, it has to be documented. Usually, everything begins with an official order. This document outlines where the employee is going, for how long, the purpose of the trip, who’s paying, and on what terms.
The trip might be within Poland or abroad, and the reimbursement rules differ.
Here’s what matters:
- Per diem (dieta) — a flat rate the employer must pay for each day of the trip.
- Inside Poland — it’s 45 PLN per day.
- If the trip takes less than 8 hours — nothing is paid.
- Between 8 and 12 hours — half is paid.
- Over 12 hours — the full amount.
For international travel, rates depend on the country. Poland’s Ministry of Labour publishes annual charts.
In 2024, for example:
Germany
49 EUR per day
Czech Republic
41 EUR per day
If the employee isn’t using a company car, they’re reimbursed for transport — train, plane, or bus tickets.
Using a private car? Then the rate-per-kilometer applies, regulated by the state. Accommodation is reimbursed based on actual cost — but within a cap. Many companies give an advance to avoid putting the burden on the employee. Important detail: everything must be backed by receipts.
What’s needed after the trip
Once the employee is back, they submit a raport z delegacji — a document where they break down everything by date and amount: how many nights, how many days, where they stayed, how they traveled. Tickets, hotel invoices, any kind of proof of expenses must be attached.
If some receipts are missing, the employer may refuse to reimburse part of the costs.
Based on this report, accounting does a final calculation. If there was an advance — it’s deducted. If the employee spent more than they got — they receive the difference. If they spent less — they return the remainder.
All of this appears on the payslip. The payment goes either together with the salary or as a separate line.
Employment confirmation letter: why it’s needed and how it’s issued
The “zaświadczenie o zatrudnieniu” isn’t just a piece of paper. Banks, landlords, and immigration offices often ask for it.
It must include basic information:
- full name;
- address;
- PESEL;
- job title;
- type of contract (umowa o pracę, zlecenie, or B2B);
- employment start date;
- salary — usually both gross and net.
Companies usually issue this document within a couple of business days. If there’s a branded letterhead, it’s printed on that. Otherwise, they use a standard template. At the end, there’s a stamp and signature — either from the manager or someone in accounting.
Income statement: what it contains and where the numbers come from
This one’s used when someone applies for subsidies, loans, or takes part in procedures where regular income needs to be confirmed.
The letter includes income amounts for the last 3, 6, or 12 months — depending on who’s requesting it. If there were bonuses, vacation pay, or sick leave — that goes in too. Anything paid under the contract is included.
Also shown:
Taxes
Contributions (ZUS, income tax)
Sometimes: insurance fund deductions
These figures come from payslips, payroll reports, PIT and ZUS records. If the company uses accounting software like Symfonia or Optima — the process is fast. If it’s done manually, it takes more time but still doable.
Important things to remember
Both types of confirmation letters are issued in Polish. If they’re submitted to foreign institutions — a notarized translation with apostille may be required.
Employers must issue these letters upon request. Refusing is a legal violation.
They’re also not allowed to put anything in the letter that doesn’t match official filings — everything must align with what’s declared to the tax office and ZUS.
This is especially important for foreign workers — mismatches between declared and actual earnings come up often.
Special case: B2B
If someone works on a B2B contract (jednoosobowa działalność gospodarcza), they issue the letter themselves — as the owner of the business.
The document must state:
- income;
- expenses;
- taxes.
It’s signed by the business owner and can be verified via CEIDG.
Banks and landlords usually ask for extra paperwork:
- PIT declarations.
- reports from the księga przychodów i rozchodów (KPiR).
- documents from the accountant.
Opening a company in Poland requires attention to detail.
Proper preparation and constant risk management are the keys to a smooth start and a project that starts to make results.
Employment confirmation: why it matters and why you shouldn’t delay
An employment confirmation letter might seem like a formality, but in reality — it unlocks dozens of processes:
- opening a bank account (especially in Poland, Germany, Czechia);
- renting a flat;
- immigration procedures — residence permits, renewals;
- tax benefits or confirming residency status.
It’s not just about issuing the letter — it has to follow the format accepted in the target country. In Poland, for example, a bank may refuse to open an account if the letter doesn’t state the contract duration or the employee’s job title.
What we offer:
bilingual employment letters (e.g. PL + EN) tailored to local requirements;
support in creating official templates — so HR doesn’t waste time on back-and-forth;
digital issuance via API, e-signature, and cloud storage — all GDPR-compliant.
Income statement: not just numbers, but legal protection
The income certificate is often the last thing people check — but it’s where problems start during audits.
Every country has its own rules. Some require gross income, others net. Some want bonuses and overtime broken out separately. This gets even more complicated with cross-border contracts and split payrolls between legal entities.
What we do:
- income statements that match local and international standards (including Polish PIT forms and Ukrainian CFC declarations).
- checks to ensure the documents meet the requirements of tax and immigration authorities.
- advice on tax-optimized ways to structure income payouts.
These letters are often required for:
- applying for a mortgage in the EU;
- proving the source of funds for investment accounts;
- obtaining or renouncing tax residency.
What everyone misses: the small details that cause big trouble
What we see too often:
- hotel invoice without company details = treated as taxable income;
- employment letter without a director’s signature = formally issued, legally useless;
- documents in a foreign language without translation = reason for rejection or weeks of delay;
- no mention of business travel in the company charter = tax authorities may deny it as legitimate expense;
- currency conversion errors = especially in cross-border payments. We use actual rates and document differences properly — so you don’t get taxed twice.
Why it matters for international teams
We work at the intersection of tax, HR, law, and finance. That means we don’t just “issue documents” — we build a system where:
- business trips don’t raise red flags with tax authorities;
- employment letters pass immigration checks;
- employee income is properly documented and tax-efficient.
We partner with crypto and tech companies that have distributed teams, token equity, USDT bonuses, and smart contract-based payments. Yes, we know how to document that too.
Need to get your paperwork in order — from business travel to income statements? Book a meeting. We’ll align your documentation with tax, banking, and immigration standards — no do-overs, full compliance.
