Regulations on overseas business trips: procedures and expenses

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Ngày cập nhật gần nhất: 15/4/2026

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1. Regulations on overseas business trips

2. Procedures and expenses for overseas business trips

3. Settlement period for expenses of overseas business trips

Regulations on overseas business trips: procedures and expenses - How are they defined? Sometimes due to job demands, employees are required to travel abroad. Compared to domestic travel, this form of business trip involves more procedures. Let's clarify these issues with Vntrip in the following article!

1. Regulations on overseas business trips

Regulations on overseas business trips for civil servants and state officials are implemented according to Circular No. 102/2012/TT-BTC. This circular applies to officials, civil servants, employees in state agencies, Party agencies, public sector enterprises, socio-political organizations, socio-political-professional organizations, social organizations, socio-professional organizations, professional officers, professional technical officers, and salaried personnel in the armed forces (hereinafter referred to as agencies, units) sent on business trips or short-term training abroad funded by the State Budget (hereinafter referred to as business trips). The duration of short-term business trips abroad shall not exceed 180 days per trip.

For employees of other enterprises, regulations on overseas business trips will be implemented according to the company's charter. Each enterprise will have different regulations and policies.

2. Procedures and expenses for overseas business trips

When sent on business trips, employees will have their expenses covered by the organization or company.

According to the regulations in Circular No. 102/2012/TT-BTC, the expenses for overseas business trips of civil servants and state officials are reimbursed as follows:

For delegations participating in trade fairs, exhibitions; organizing conferences, seminars; cultural and artistic delegations performing abroad; training courses for officials and civil servants abroad: Those on business trips will be reimbursed for work expenses and additional expenses for event organization services, venue rental, transportation of musical instruments, props, and goods must be budgeted and approved by the competent authority before advancing funds.

These expenses must meet certain conditions to be reimbursed.

For event organization service rental expenses: In case of hiring domestic legal entities specialized in organizing conferences, seminars, events abroad, it must be done in accordance with the regulations on procurement bidding to maintain the regular operations of agencies, units as prescribed in Circular No. 68/2012/TT-BTC dated April 26, 2012, of the Ministry of Finance.
If hiring foreign entities to organize, a comparative plan with the rental price of domestic entities must be drawn up to determine the rental price ensuring effectiveness and savings;
For venue rental expenses; rental of transportation vehicles for goods, musical instruments, props for delegations participating in trade fairs, exhibitions, cultural and artistic delegations performing abroad when traveling to multiple places: Payment based on actual invoices, documents suitable for the work schedule and based on the contract signed between the head of the delegation and the service provider; in case the invoices, documents are in a foreign language, they must be translated into Vietnamese.

In addition, those on overseas business trips are also reimbursed for the following:

Accommodation, meals, and incidental expenses are reimbursed 100% for up to 30 days of business travel. For travel periods from the 31st to the 180th day, 2/3 of the allowance is provided; In cases where officials must complete their work by the end of the day, or objectively depend on transportation schedules (flight, train hours), and need to check out after 12 noon, they are reimbursed for half-day accommodation at 50% of the corresponding room rental allowance.
Rental fees for transportation from home to the airport, train station, bus station, border gate, and vice versa for overseas business trips (returning to domestic residence): Apply the current business trip fee regime for officials on domestic business trips; Rental fees for transportation from the airport, train station, bus station, border gate upon arrival to the destination for business and vice versa: Payment is based on the fixed rates specified in the Appendix of this Circular. In cases where the foreign party invites and covers transportation expenses, payment is only made if the inviting party does not provide transportation;
Incidental expenses are calculated per person, such as: Standard A: $30/person/day applicable to officials with leadership positions as stipulated in this Circular; Standard B: $20/person/day applicable to officials as stipulated in Article 2, Clause 2 of this Circular;
Telephone, fax, internet expenses: Reimbursed based on the delegation, the head of the delegation decides on usage for general delegation tasks abroad. The allowance is $80 for a delegation; for bilateral or multilateral negotiation delegations, the allowance is $250 for a negotiation delegation.

Procedures and expenses for overseas business trips for employees in enterprises will be carried out according to the regulations of that enterprise as presented in section 1. However, to be reimbursed, employees also need to submit documents, papers,... to prove the expenses. The enterprise will review the legality and validity of these documents before making payments within the time frame specified in the charter.

3. Settlement period for expenses of overseas business trips

Within 15 working days from returning home, the delegation on an overseas business trip is responsible for gathering all documents, settling the advanced funds to the comprehensive agency or unit to send to the State Treasury transaction place for advanced payment; at the end of the year, collectively summarize in the unit's settlement report. Within 7 working days from receiving the advanced payment settlement dossier from the agency or unit, the State Treasury is responsible for making the advanced payment settlement for the delegation to the agency or unit.

Here, Vntrip has provided readers with the legal regulations regarding overseas business trips.

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Frequently Asked Questions

What are the regulations for overseas business trips in Vietnam?

The regulations for overseas business trips in Vietnam are outlined in Circular No. 102/2012/TT-BTC. This applies to civil servants and state officials, detailing procedures for business trips funded by the State Budget, which can last up to 180 days. Enterprises may have their own policies regarding overseas travel, so employees should refer to their company charter for specific guidelines.

What expenses are covered during overseas business trips for employees?

During overseas business trips, employees may have expenses such as accommodation, meals, transportation, and incidental expenses reimbursed. For civil servants, 100% of these expenses are covered for the first 30 days. After 30 days, two-thirds of the allowance is provided, and specific conditions apply to ensure reimbursement eligibility.

How should employees settle expenses after returning from overseas trips?

Employees are required to settle their expenses within 15 working days of returning home. They must gather all relevant documents and submit them for advanced payment settlement to the designated agency. The State Treasury processes these settlements within 7 working days after receiving the necessary documentation.

Are there specific procedures for organizing events abroad during business trips?

Yes, when organizing events abroad, expenses related to venue rentals and service providers must be budgeted and approved beforehand. If hiring foreign entities, a comparative plan must be developed to ensure cost-effectiveness and compliance with procurement regulations outlined in relevant financial circulars.

What is the process for reimbursement of incidental expenses during business trips?

Incidental expenses for business trips are reimbursed based on standard rates, such as $30 per person per day for officials in leadership positions. Employees must provide supporting documents to validate these expenses, which will be reviewed by their enterprises for legitimacy before reimbursement.

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