Setting up the 12-month rule for per diem expenses (DK)
Note
The 12-month rule is only available in the Danish localization of Expense Management, and is not displayed in the Expense Management Setup for any other localization.
In Denmark, legislative support has been added for the 12-month rule for per diem expenses. This rule manages taxable amounts after the 12-month period is reached. It can include the 8 kilometer rule, and also supports 40-day interruptions to other temporary destinations, allowing the same destination to become tax-free again.
Enable the 12-month rule functionality
To set up Expense Management to apply checks for the 60-day rule:
In Business Central, search
for and select Expense Management Opsætning (Expense Management Setup).Under Diæt (Per Diem), click 12-månedersregel (12-month rule) dropdown menu.
You have two options, you can choose either:
Advarsel på diæt - to set a warning for when a per diem has reached a12-month period.
Skattepligtig diæt - to have the per diem handled as taxable when the 12-month period is reached.
For more information, see [Skat.dk](C.A.7.2.5.1 Rejsegodtgørelse med standardsats for kost og småfornødenheder - info.skat.dk)
How the 12-month rule works
The Expense Management system tracks each address separately. When you register per diems with the same address code, the system automatically:
- Counts the days toward your 12-month limit for that specific location
- Monitors whether you've reached the 12-month threshold
- Ensures that interruptions of 40 days or more will reset the previous count so they can be non-taxable again.
The following days are not included in the 12-month rule:
- Vacation days
- Sick days
- Weekends
- Public holidays
- Days working from your private home
- Short trips back to the original temporary destination
How the 8-kilometer rule works
The 8-kilometer rule applies when two temporary destinations are considered separate because they are more than 8 kms apart.
Important
You must ensure your address codes represent locations that are more than 8 kms apart from each other. Correct address code usage is essential for compliance.
Resetting the 12-month counter (40-day rule)
The 12-month counter for a temporary destination is reset if you go and work at a different temporary location for 40 consecutive workdays.
Any of the following will reset the counter for those 40 consecutive workdays:
- Working at another temporary destination with a different address code
- Working at a combination of different temporary destinations
- Returning to work at the original temporary workplace
Rule of thumb, only use the address code if you are working at a temporary workplace that needs to account for the 12-month rule. If you are traveling on a non-temporary work assignment (such as a servicing or installation job), you don’t need to specify an address code.
If in doubt, contact your organization who can decide whether it is a temporary workplace or not. A temporary workplace is defined in special terms by your organization, and is well documented by the law.
Summary of rules
The 12-month rule only applies for the Danish market.
| Aspect of rule | Rule |
|---|---|
| Basic limit | 12 months per temporary workplace |
| What counts | Workdays at the temporary location with an address code |
| What doesn't count | Vacation, sick days, weekends, holidays, home office days |
| Distance requirement | Locations must be 8 kilometers or more apart to be considered separate |
| Reset mechanism | 40 consecutive workdays at other location(s) |
| Consecutive requirement | The 40 consecutive workdays must be uninterrupted by returns to the original location |
Related information
Setting up the 60-day rule (DK)The 60-day rule explainedHow to comply with the Danish Bookkeeping Act