Reclaiming VAT on Overseas Training, Seminars, and Employee Business Travel

Training, seminars, workshops, and internal meetings abroad generate significant VAT for U.S. companies. These activities often involve hotels, local transport, venues, catering, and professional services, but finance teams rarely review these costs for VAT recovery.

This guide outlines what U.S. organisations can recover and how foreign VAT rules apply to training and employee travel.

1. Training and Seminar Registration Fees

VAT is usually charged on:

• attendance fees

• programme materials

• certification sessions

• technical workshops

• professional training courses

These fees are often fully recoverable in Europe and the UK.

2. Hotel Accommodation for Business Travel

Hotel VAT is reclaimable in many countries. Requirements include:

• invoice addressed to the business

• VAT rate and breakdown

• dates of stay

• correct business billing details

Invoices issued in an employee’s name with no corporate reference often require correction.

3. Meeting Rooms, Co-Working Spaces, and Short-Term Office Rental

Short-term workspace, project rooms, and meeting suites are VAT-taxable and commonly refundable. Many U.S. companies overlook these items.

4. Local Transport and Car Rental

Allowable items vary by country, but commonly refundable costs include:

• car rental

• taxi and ride-hailing for business use

• airport transport

• chauffeur services

Some jurisdictions restrict recovery for specific vehicle types.

5. Catering and Refreshments

Business-related catering at training events may be recoverable. Entertainment or private meals are typically non-reclaimable.

6. Countries Where Recovery Is Available

• EU member states

• United Kingdom

• Switzerland

• Norway

• Israel

• Canada (limited)

Countries such as Japan and New Zealand provide limited recovery.

Documentation Requirements

• Supplier VAT ID

• U.S. company name

• Separate VAT amount

• Clear description (e.g., “training registration fee,” “meeting room rental”)

• Proof of payment

• Attendance list or event confirmation

How Antravia Helps

We review employee expenses, T&E categories, training invoices, and hotel folios to identify recoverable VAT across jurisdictions. Our compliance process reduces rejected claims and improves cash flow from global training programs.

At Antravia, we specialize in guiding U.S. businesses through these intricacies to maximize returns. Initiate your 2025 claim assessment today with our complimentary eligibility review, just upload a sample invoice for tailored insights. Contact us

See our specialist pages
Global VAT Reclaim - Recover the Tax you’ve already paid abroad
UK VAT Reclaim for U.S. and Global Businesses
EU VAT Reclaim for U.S. and Global Businesses
UAE VAT Reclaim for U.S. and Global Businesses
International VAT Reclaim

Disclaimer:
Content published by Antravia is provided for informational purposes only and reflects research, industry analysis, and our professional perspective. It does not constitute legal, tax, or accounting advice. Regulations vary by jurisdiction, and individual circumstances differ. Readers should seek advice from a qualified professional before making decisions that could affect their business.
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