How are Expenses managed in Spain? How about Per Diems in Spain?

When managing business-related expenses for employees in Spain, companies can choose between a per diem system and expense reimbursement. While per diem is a common method, we recommend expense reimbursement for a more accurate and beneficial approach for both employees and employers. Here’s why.


What is Per Diem?

Per diem is a daily allowance given to employees to cover costs like meals, lodging, and transportation while traveling for work. In Spain, per diem payments are legally recognized and subject to specific tax exemptions. However, this method has limitations that can make it less favorable.


Why We Don’t Recommend Using Per Diem in Spain

While per diem is legally allowed, there are several drawbacks to using this system in Spain:

  1. Low Tax-Free Exemption Limits: The maximum tax-free amount for per diem in Spain is relatively low. Any per diem amount that exceeds these limits becomes taxable, which can reduce the overall benefit for the employee.

  2. Potential Financial Disadvantage for Employees: If an employee’s actual expenses exceed the per diem allowance, they may end up paying out of pocket. This situation is particularly common in high-cost areas, where the per diem may not cover all necessary expenses.

  3. More Favorable Tax Treatment for Expense Reimbursement: Unlike per diem, reimbursed business expenses in Spain are not subject to tax as long as they are backed by valid receipts or invoices. This approach ensures employees are fully compensated without any negative tax implications.


Recommended Approach: Expense Reimbursement

Instead of per diem, we suggest using an expense reimbursement system. This method offers greater flexibility and accuracy, ensuring employees are reimbursed for the exact amount they spend, as long as it falls within company policy.

How to Manage Expense Reimbursement

To effectively manage expense reimbursement, follow these guidelines:

  1. Submission of Receipts or Invoices: Employees should submit all receipts or invoices for business-related expenses through a designated system or platform. This process ensures transparency and accountability.

  2. Internal Expense Limits: Companies can set internal policies and limits on expenses to maintain control over spending and align with budgetary constraints. This allows for flexibility while keeping expenses in check.

  3. Timely Reimbursement: Once expenses are submitted and approved, reimbursements should be processed promptly, ideally within the corresponding payroll cycle, to avoid financial strain on employees.


While per diem payments are a recognized method for managing business expenses in Spain, the low tax-free limits and potential out-of-pocket costs for employees make it less ideal. An expense reimbursement system offers a more flexible, accurate, and tax-efficient way to handle expenses. By reimbursing employees based on actual costs incurred, businesses can better support their employees and maintain effective control over their expense policies.


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