Travel Policy Denmark
As an employee of JOE & THEJUICE, there are certain guidelines for how and at what cost an employee can travel for work, which is explained throughout our Travel Policy.
The purpose of this policy is todefine the procedures and conditions under which employees and managers at JOE& THE JUICE are eligble to claim milleage allowance and reimbursement forwork-related travel expenses. The policy ensures transparency, consistency andcompliance with tax regulations and will be reviewed and updated as necessaryto align with company needs and applicable laws.
Travel time and costs to andfrom the workplace (daily commutes) are not considered work-related traveling.
- Example 1: If you are working at the DKHQ, you are not entitled to reimbursements or mileage allowance for transportation between your home and the DK HQ.
- Example 2: If you are working in a store, you are not entitled to reimbursements or mileage allowance for transportation between your home and the store (workplace).
This Travel Policy applies for all employees (both full-time and part-time) employed at Copenhagen headquarters if your job position or manager otherwise requires you to travel between different JOE & THE JUICE stores and/or DK HQ during your working hours (work-relatedtravel), including but not limited to:
- Traveling between JOE & THE JUICE stores during working hours for work purposes.
- Attending offsite meetings, events, or training sessions on behalf of the company.
- Performing extraordinary deliveries or transporting goods, to or between JOE & THE JUICE store
JOE & THE JUICE will cover the travel expenses that arise due to such work-related travels in accordance with this Travel Policy.
The following structure will apply for transportation expenses, meal allowance and accommodation for employees in JOE & THE JUICE when travelling as a required part of their work.
Juicer
Leader
Specialist
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Flight
Flight as a means of transportation is only allowed if you are required to travel for work in Denmark between CPH and Aalborg.
- Travelrequests need to be sent minimum 14 days before the date of the trip (date of departue)
- Plane tickets must be on economy class. Travelers cannot request specific airlines to obtain personal points for specific frequent flyers programs. All benefits and discounts belong to JOE & THE JUICE.
- After a booking has been made, if any traveler needs to make a change to their existing booking, they must first receive approval from their respective manager. The traveler must then contact the travel company themselves to makethe necessary changes to their trip.
Public Transportation
Public transportation such as bus, metro and train as a means of transportation is allowed if you are required to travel for work in Denmark.
Transportation by public transport shall be the preferred means of transportation chosen by the employee forwork-related travel within Denmark.
Tickets must be on economy class. All benefits and discounts belong to JOE & THE JUICE.
Taxi
If transportation by publictransport is not available or the urgency of the travel otherwise requires, taxi as a means of transportation is allowed for travel within Denmark.
Public transportation such as bus and train as a means of transportation is allowed if you are required to travel for work in Denmark.
Tickets must be on economy class. All benefits and discounts belong to JOE & THE JUICE.
C-Suite
You may use your own car as a means of transportation if you are required to travel for work in Denmark.
If you choose to use your own vehicle for work-relatedtravels, you will receive a mileage allowance (Danish: Kørselsgodtgørelse) inaccordance with the at all times applicable tax law. The mileage allowance is atax-free reimbursement and is calculated in accordance with the specified rates (2024) below:
Rates (2024)
- Car: 3.79 DKK per km (for the first 20,000 km annually), thereafter 2.23 DKK per km.
- Bicycle, moped, and scooter: 0.62 DKK per km.
It is a condition to claim mileage allowance that the vehicleis privately owned by the employee claiming the mileage allowance.
Under no circumstances may a JOE & THE JUICE company card be used for gas or other vehicle-related costs. The mileage allowance rates areset by the Danish Tax Authorities and cover the costs of the vehicle, including for example gas, maintenance, taxes, depreciation, financing and insurance.
If you receive a mileage allowance from JOE & THE JUICE,you cannot also claim a transport deduction for the same kilometres on yourannual tax statement. Employees are required to maintain accurate records of the distance travelled, including:
- Date of travel
- Purpose of travel
- Start and end locations.
- Number of kilometers traveled (Zenergy will calculatae this)
For employees at JOE & THEJUICE who are provided with a company car, this may only be used for workrelated trips and is not allowed for any personal trips. Expenses forgas and maintenance of a company car may be paid with a company card or the gas subscription card located inthe glove compartment in the car.
Parking
When using a JOE & THE JUICE vehicle for work-related trips, it is the driver's responsibility to pay for parking. If the driver parks illegally or fails to pay for the correct amount of parking time and receives a parkingticket, it is the driver's responsibility to pay the fine as soon as possible. If the driver fails to pay the fine on time and a reminder with an additional fee is issued, the full amount—including any extra charges—will be deducted from the driver's next salary.
Speeding ticket
When using a JOE & THE JUICE vehicle for work-related trips, it is the driver's responsibility to follow all traffic laws, including speed limits.
If you receive a speeding ticket while driving a company vehicle, it is your responsibility to pay the fine as soon as possible. If the driver fails to pay the fine on time and a reminder with an additional fee is issued, the full amount—including any extra charges—will be deducted from the driver's nextsalary.
Damage & Accident
When using a JOE & THE JUICEvehicle for work-related trips, it is the driver's responsibility to operate the vehicle safely and responsibly.
In the event of any damage or an accident, you must report it immediately to your manager and follow the company's incident reporting procedures.
If the damage or accident is caused by negligence or violation of traffic laws,the driver may be held responsible for the costs involved.
Hotel
If you are travelling to between CPH and Jylland or Fyn for a duration of more than a day, you are allowed to book accommodation for yourself for the duration of the stay.
Accommodation expenses must not exceed 1500 DKK per night. All benefits and discounts belong to JOE & THE JUICE.
Travel requests need to be sent minimum 14 days before the date of the trip (date of departue)
Meals
When you are travelling as part ofyour work you are allowed a daily food budget of 300 DKK.
Example: If a work trip has a duration of 5 days, the meal allowance will be a total of 1.500 DKK. Employees are allowed to spend more than the daily meal allowance as long as the total meal allowance for the entire trip is not exceeded.
Pre-Approval: Employees must seek pre-approval from their direct manager for all work-related travel.
Travel requests must be submitted minimum 14 days before the date of the trip (date of departure).
All changes to existing approved travel plans and travel expenses must also receive approval from the employees direct manager.
Record Mileage: If any employee uses own car for work-related travel, the employee should accurately track the number of kilometers traveled during the approved work trips.
Submit Claim: Employees must submit their mileage allowance claims and reimbursement claims through the company’s expense reimbursement system, attaching relevant documentation (e.g., travelpurpose, routes, and kilometers).
Claims for mileage allowance must be submitted within 30 days.
Approval: The employee’s direct manager will review and approve the claim. Managers must review and approve submitted mileage claims, ensuring the travel was necessary and complies with this policy.
Any discrepancies or unapproved travel must be addressed before reimbursement is processed.
Reimbursement
Once approved by the manager, if travel expenses are not paidwith a company card, they will be reimbursed with the employees next salary,but only if all receipts have been sent to peopledk@joejuice.com.
Approved mileage allowance will be reimbursed in the employee’s next payroll cycle.
If you have more questions about specific working conditions at JOE & THE JUICE, you may want to contact their HR department for further details.
Practical Examples
Here are some examples:
- Example 3: If you are working at the DKHQ and need to visit a store that is reasonably reachable by transportation viabus, metro or train, JOE & THE JUICE will reimburse you for the expenses that you have had for this specific travel from the DK HQ to the specific JOE& THE JUICE store and back (if needed).
- Example4: If you are working as an RM or AM the first two travel zones to your stores will be on your own expenses, the company will cover the remaining travel cost.
- Example 5: If you are working as a BM/RM or AM in Jylland or Fyn and are called in for a meeting at the DK HQ, JOE& THE JUICE will reimburse you for the expenses that you have had for this specific travel from your regular workplace (regular store) to the DK HQ and back.
- Example 6: If you are working as a BM and are called in for a meeting at the DK HQ, JOE & THE JUICE will reimburse you the expenses that you have had for this specific travel from your regular workplace (regular store) to the DK HQ and back.