Employee expenses (e.g. fuel, accommodation, business travel purchases) will be documented with structured invoices in KSeF if issued to company details. Employees may receive a visualization (e.g. PDF with QR code), but the official source is the KSeF entry. This ensures authenticity and VAT deduction eligibility if statutory conditions are met.
If the invoice is issued to the employee personally, VAT deduction is generally not possible – in such cases, a correction to company data should be requested. Note that some costs (e.g. hotel and catering services in Poland) are by default non-deductible. In practice, companies integrate KSeF data with ERP and travel systems to automatically allocate expenses to the correct cost centers.
