About this template
Travel Expense Report, Per Diem & Mileage Allowance 2026/2027 is a professional template package for Swedish companies, associations, and employees who need to record business travel, mileage reimbursements, and private expenses with clear supporting documentation for approval and payroll processing. The package includes an editable Excel tool with summary, a travel expense form, a separate user guide, and an English working reference.
What is included in the package
| Document | Content | Format |
|---|---|---|
| Travel Expense Tool | Six Excel sheets for travel days, car trips, private expenses, fillable flat rates, instructions, and overview. Prepared register rows, formulas, and control indicators. | Excel (XLSX) |
| Travel Expense Form | Fillable fields for the purpose of the trip, dates, overnight stays, per diem, mileage allowance, expenses, certification, and approval. | Word (DOCX) + PDF |
| User Guide | Detailed instructions regarding 2026 flat rates, free meals, mileage, exceptions, approval procedures, and archiving. | Word (DOCX) + PDF |
| English working reference | English working guide to Swedish travel and reimbursement documentation – intended for Swedish operations. | Word (DOCX) + PDF |
Total 7 files: 1 Excel workbook, 3 DOCX, and 3 searchable A4 PDFs. You will receive the files as a digital ZIP package.
Excel template with formulas and overview
The workbook contains six tabs with space for up to 100 register rows each for travel days, car trips, and expenses. Separate rows make it easier to follow up on reimbursement claims, meal reductions, and documentation. Calculated amounts are presented as preliminary and must be approved before payment.
- Overview: number of registered travel days/car trips/expenses, claimed amounts, and preliminary tax-free amount.
- Travel Days: one row per day, overnight stay, distance, full day/half day, free meals, per diem claims, and control status.
- Car Trips: vehicle type, number of kilometers, SEK/km, fuel conditions, and preliminary flat-rate limit.
- Expenses: private costs, receipts, purpose, repayment, and approval status.
- Amounts: verified 2026 levels and dedicated empty input fields for 2027.
- Instructions: a built-in practical user manual and source references.
Travel expense report and tax-free allowances – 2026 and 2027
For Swedish domestic business trips during a normal short assignment, the flat rate for 2026 is 300 SEK per full day and 150 SEK per half day, respectively. For tax exemption regarding per diem, the main rule requires an overnight stay and that the destination is more than 50 kilometers from both the employee's home and regular workplace. Free meals may reduce the tax-free amount and result in separate benefit taxation.
The flat rate for mileage allowance during 2026 is normally 25 SEK/km for a private car, 12 SEK/km for a company car other than fully electric, and 9.50 SEK/km for a fully electric company car, subject to the conditions of the respective regulations. Certain plug-in hybrid cases are subject to special conditions as of July 1, 2026. The template therefore marks special cases for manual assessment instead of automatically approving them.
How to use the package
- Inventory the trip, business purpose, participants, destination, and departure and return times.
- Register each relevant domestic travel day in Excel, including distance, overnight stay, and free meals.
- Add car trips with the number of kilometers, vehicle type, and mileage log reference.
- Register expenses that the employee paid themselves and attach the relevant receipt.
- Check any manual warning marks and correct tax-free amounts for the current period.
- Reconcile the summary, sign the form, approve it, and handle the taxable part in the regular payroll process.
Who is this template suitable for?
For example, owner-managed limited companies, sole traders with employees, organizations, non-profit associations, consulting firms, service companies, and employers where employees travel frequently for work. The package is suitable for those who want to collect documentation in editable files without an extensive subscription system.
Frequently asked questions
Can I use the template for 2027?
Yes, the workflow is prepared for 2027, but the year's levels must be verified with the Swedish Tax Agency (Skatteverket) and filled in when they are published. Special deductions always require verification.
Does Excel calculate per diem automatically?
The tool helps with 2026 normal domestic days and meal reductions, but the conditions must first be registered and reviewed. For special cases, control marks are displayed.
Is mileage allowance and mileage log included?
Yes, a registration tab for car trips and reimbursement calculation is included. A complete standalone mileage log is sold as a supplementary template.
Can I use the template for foreign per diem?
This version is optimized for domestic business trips and simplified mileage allowance. Foreign travel requires country-specific amounts and manual assessment.
How many files and what language are included?
Three Word documents, three PDFs, and one Excel workbook. The main documents are in Swedish; an English working reference is included and is explicitly adapted to Swedish conditions.
Can I use it directly for salaries and declarations?
No. The calculations are preliminary verification documents, not automatic payroll runs, tax returns, or AGI reporting.
Authority sources and related products
- Swedish Tax Agency – Per diem and mileage allowance for employers.
- Swedish Tax Agency – Per diem.
- Mileage log – Excel/Word/PDF, a natural complement for documenting car trips.
- Car policy and company car agreement for the employer's internal rules.
Delivery: Digital ZIP file – editable Office files and searchable PDF files. No physical product is sent. Legal and tax-related special questions should be assessed by a relevant specialist.
