1- Why do I need to upload my employment contract for a business trip to e.g. Czech Republic?
According to EU law, EU member states may require that certain documents be uploaded when registering posted workers. Not all countries have decided to implement this requirement; some countries only require data, not documents. However, the registration process in the Czech Republic was reformed in 2023, and it is now mandatory to upload the employment contract. See the screenshot of the Czech online system below:
2- How to answer the question: 'Do your partner, spouse, or dependent children currently live in "Destination X", and will you stay with them?' I’m visiting my parents, should I answer with "yes" or "no"?
Purpose of the Question:
Under international tax treaties, partners, spouses, and dependent children are typically recognized as primary familial ties that contribute to determining your "center of vital interests" – a key factor in tax residency assessments. If established, this status may subject you to Destination X's tax obligations, even for partial-year stays.
Key consideration for your situation:
Parents are not classified as tax-relevant familial ties under most tax treaties (including the OECD Model Tax Convention). Extended family members (e.g., uncles, aunts, or parents) are irrelevant for this determination.
Recommended answer:
Since your stay involves visiting parents rather than residing with a spouse/partner/dependents, this scenario does not create the strong jurisdictional connection required for tax residency determinations. And there is no need to evaluate potential wage tax compliance risks in Destination X. hereon. You should answer "No" to this question.
3- How should I enter the travel dates if my departure date differs from arrival date due to time zone or long flights?
The beginning of the trip is the arrival date at the destination and the end of the trip is the arrival date back at the home country.
For example:
Departure from home country: February 6th
Arrival in the foreign country: February 7th
Departure from the foreign country: March 11th
Arrival in home country: March 12th
In this case, you would need to specify the travel dates from February 7th to March 12th.
4- From what date does the counting begin for the question: how many days have you been in country XY for the past 12 months?
The counting begins from the planned trip start date.
5- Do I have to keep my health insurance provider while I'm on workation?
The health insurance provider is mandatory to keep and should not be cancelled just for traveling. The travel health insurance from WorkFlex is only for travelling and is only valid abroad.
6- Why do I not see my private health insurance in the drop down menu?
if you have private health insurance, you will not find it's name in the drop down menu, As the drop down menu contain the names of the collecting agencies/ public health insurances. You should select the collecting agency from the drop-down menu, not the name of the private health insurance.
7-What is a collecting agency?
The collecting agency refers to the public health insurance company that manages the collection of the your social security contributions. Please enter the name of the public health insurance company that handles this process for you—it is either the last public health insurance you had or one that you've chosen. This is typically listed on your pay slip.
If you are not sure, please refer to your HR department for further assistance.
8-Why do I need to choose the collecting agency if i am privately insured?
For an A1, we generally do not need the collecting agency, as the German pension/retirement insurance is supposed to issue the A1 via the SV-Meldeportal. However, it’s safer to provide this information in the SV-Meldeportal. Please note that the SV-Netz is no longer active.
For trips outside the EU to countries with which Germany has a social security agreement, we need to involve the collecting agency. The screenshot is from the application form for a D/IND 101, for example, for India.
9- Why is my birth date required when traveling to a specific destination i.e. Italy?
For trips to Italy and other countries, we require certain personal information, including the date of birth, to properly assess compliance risks and meet legal requirements.
This data is important for:
Ensuring the correct processing of documents within our system.
Ensuring the correct processing of A1/CoCs documents.
Complying with local regulations, such as the Posting of Workers Directive (PWD).
To address concerns about data sharing, we can emphasize the following:
The data is recorded only once in the profile and used for future travel requests.
We process all data in accordance with the General Data Protection Regulation (GDPR).
Providing this information is necessary to ensure smooth processes and compliance for business travel.
10- How to calculate your hourly wage, including function allowances, during your workdays spent in Switzerland (in euros)?
Please find a detailed guide on how to calculate your hourly wage for your business trip to Switzerland here.
11- What is senior management?
Please find a detailed explanation of who is considered part of the senior management here.
12- Why is the risk assessment for this trip different from the one for the same trip last year?
The change you see now from past trips is because our logic has changed to align more closely with existing laws, this request was classified as high risk because the employee’s center of vital interests is qualified to have shifted to "Destination". Since the employee has a Permanent home in the destination and is staying with a partner/spouse and/or dependent children and maintains economic ties with the destination and owns property there as well, the risk for Personal Income tax obligation is high and the employer could face employment tax obligations there.
In this case this risk stands regardless of the duration of the trip.
Due to the elevated risk, WorkFlex cannot extend its No-risk guarantee to this request.
Please note that a high-risk classification does not guarantee the risk will materialize; it simply means it falls beyond WorkFlex’s coverage threshold. As WorkFlex manages numerous requests, we must maintain a cautious stance.
However, you can always make the decision that you as company will bear that risk, just WorkFlex cannot qualify this a low or medium risk and will not treat this under the no risk policy.