VAT refund (T&E business travel expenses)

Travel expenses turn into profit.

VAT included in hotel, transportation, and meeting expenses for overseas business trips.

Small receipts are also processed in one lump sum for all employees, resulting in an annual refund of several million yen.

Request Information Inquiry

Problem of underutilization of VAT refund included in overseas business travel expenses

VAT is included in the cost of hotel, transportation, food, and beverage expenses incurred during overseas business trips, and many countries have established refund systems for non-resident companies. However, due to the small amount and large number of cases, the majority of companies do not apply for a refund, resulting in the loss of several million yen in refunds per year for the entire company.

This is the best choice for people like you.

Companies with frequent business trips to Europe and the UK

Companies with expenses for participation in overseas events and exhibitions

Companies that make more than 100 overseas business trips per year

Companies that considered VAT refunds for business travel expenses but abandoned the idea.

Companies with T&E Expense Management System

Companies that want to streamline their expense reimbursement flow while also recovering VAT

Companies for which cost optimization is a management issue

Service Strengths

Millions of yen in VAT refunds per year

For large companies with frequent overseas business trips, VAT refunds for T&E expenses alone can amount to several million yen per year. By monetizing previously overlooked expenses, we are able to substantially reduce business travel costs and improve cash flow at the same time.

No Omission of Receipts of Small Amounts!

Even receipts costing a few hundred yen each are carefully screened to ensure that they are eligible for a refund. OPTI does not discard small transactions, but carefully screens all receipts to accumulate the amount of refund.

Batch processing for all employees

We have a system in place to process travel expenses for hundreds or thousands of employees in one lump sum. By linking data from the expense reimbursement system, there is no need to deal with individual employees. Simply pass the data compiled by the accounting department to OPTI, and the application for reimbursement for all eligible countries will proceed at the same time.

Service Details

Our VAT Refund (T&E Business Travel Expense) service applies for VAT refunds on behalf of clients for hotel accommodations, rail and cab transportation, conference room fees, food and beverage expenses, etc. incurred during overseas business trips.

We receive business travel expenses from your reimbursement system or Excel data, and automatically categorize the expenses eligible for refund by destination country. We then examine the expenses carefully in light of each country's refund requirements (minimum amount to be claimed, eligible expense categories, and required documents) to identify the maximum number of expenses for which a refund can be claimed.

In countries that require original receipts and invoices, we check the quality of the scanned data and provide feedback to the client as soon as possible if there are any deficiencies. In countries where electronic application is possible, we submit the application online promptly, and in countries where paper application is required, we submit the application securely through our local partners.

We also handle all post-application correspondence with authorities on your behalf. We follow up on all requests for additional documents and appeals against reduced assessments of refunds until the receipt of payment is completed.

Quarterly performance reports visualize the amount of refund, number of applications, and success rate by country, and forecast the expected amount of refund for the next fiscal year. We also provide data that can be used to formulate business trip policies.

Frequently Asked Questions

In which countries are business travel expenses eligible?

EU countries, the UK, Norway, and Switzerland are the main target countries. The types of eligible expenses vary by country.

What types of expenses are eligible?

A wide range of expenses are covered, including hotel, transportation, conference, and food and beverage expenses.

How do I provide expense data?

Export data from expense systems such as Concur and Expensify, or Excel/CSV format is supported.

Are entertainment expenses (food and beverage expenses) refundable?

It varies from country to country. Generally, entertainment expenses are not refundable in most cases, but please contact us for details.

When can I apply retroactively for expenses?

Application deadlines vary by country, but applications can usually be submitted up to the previous year. Please contact us as soon as possible.

Do I need the original receipt?

It varies from country to country, but many countries can accommodate scanned data.

Flow up to the start of service

01

Inquiry and hearing
We will interview you about the country, expense volume, and expense management system of your business trip, and estimate the possible refund amount.
02

Contract
The contract is concluded after determining the target countries and the remuneration system.
03

Required Information and Documents

Information and documents required to apply for a refund.
04

Review of Required Information and Documents

We will review the information and documents required for your prepared refund application.
05

Preparation and Submission of Application Documents
We prepare and submit refund application documents to tax authorities in each country.
06

Receipt of Refund and Report Submission
After receiving your refund, we will provide you with a detailed report by country and expense category.

Why choose OPTi?

OPTi Corporation is a specialized international indirect tax firm, providing VAT, sales tax, and GST registration and filing services in more than 170 countries around the world.
We have extensive experience in Europe, the UK, and Asia, and support a wide range of clients from major corporations to cross-border e-commerce businesses.
With our global network of local partners and the latest tax system knowledge, we can certainly support your global business from a tax perspective.