A1 certificates for business travel: what applies and what changes in 2026?

What is an A1 certificate?

An A1 certificate is official proof of which national social security system applies to a person when they work temporarily in another European country.

For example, an employee of a German company travels to France for a client meeting. The A1 certificate documents that German social security legislation continues to apply to them, provided the relevant conditions are met.

This is intended to prevent social security contributions for the same work from having to be paid in multiple countries. The A1 rules primarily apply to work carried out within the EU, the European Economic Area and Switzerland. The United Kingdom also has corresponding proof requirements.

Why is an A1 certificate important for business travel?

Many companies associate the A1 certificate solely with long-term overseas assignments. In fact, under the current rules, it is generally relevant even for short business trips.

These may include client visits, internal meetings, training courses or conferences—even if the trip lasts just one day.

For companies, this means extra administration: trips must be identified in good time, the required information collected and certificates applied for.

This can be a significant burden for HR, Travel Management and travelers themselves, particularly when international business travel is frequent.

What did the EU decide in September 2026?

On September 28, 2026, the Council of the European Union approved a reform of European social security rules. One key change concerns the A1 certificate: certain business trips will in future be exempt from the requirement to apply in advance.

In particular, the reform distinguishes between two situations.

1. Business trips that do not involve carrying out work on site

For certain types of traditional business trips, the advance A1 application requirement will be removed in future.

These include, for example:

• Business meetings and client appointments
• Conferences and seminars
• Training and professional development
• Certain scientific or business events

The deciding factor is the actual work carried out during the trip. If services are performed or goods are delivered on site, the trip may be classified differently.

2. Short-term work assignments

Exemptions are also planned for certain work assignments lasting no more than three consecutive working days within a 30-day period. However, this exemption is subject to conditions. Special rules apply in particular to work in the construction industry.

Important: The three-day limit does not automatically apply to every traditional business trip. The two exemptions must be considered separately.

When will the new rules apply?

This is the key point for companies: the reform has been approved, but the new A1 exemptions do not yet apply. As a general rule, the new requirements for applying in advance will only apply 24 months after the amending regulation enters into force. Based on the current timeline, they are therefore not expected to take practical effect before 2028. The exact date depends on the regulation’s publication and entry into force.

Until then, the existing requirements remain in force.

Companies should therefore not stop applying for A1 certificates now simply because a business trip involves, for example, only a client meeting or a conference.

How do you apply for an A1 certificate?

In Germany, applications are now submitted electronically.

Employers can use, for example, an approved payroll software package or the SV-Meldeportal. The responsible authority depends on the person’s insurance status and employment situation. For employees covered by statutory health insurance, this is often their health insurance fund. The certificate is made available electronically once the requirements have been checked.

What does the reform mean for companies?

The new rules could significantly reduce the administrative burden of international business travel in future.

At the same time, it will become more important to distinguish correctly between a traditional business trip and operational work abroad.

Companies should therefore pay particular attention to the following:

• Document the purpose of the trip: A client meeting may be assessed differently from a technical installation or service call.
• Keep existing processes in place: Until the new rules apply, any required A1 certificates must still be applied for.
• Clarify responsibilities: HR, Travel Management and, where relevant, Payroll should know who is responsible for checking requirements and submitting applications.
• Consider other obligations: An exemption from applying for an A1 in advance does not automatically mean that all employment-related notification obligations or other requirements in the destination country no longer apply.
• Monitor changes: Before updating internal policies, confirm when the new rules actually take effect and how they will be implemented in practice.
  
  

In summary: Less red tape—but not just yet

The EU reform is an important step towards simplifying cross-border business travel.

Companies that regularly hold international meetings and training sessions or send employees on short overseas assignments may benefit from reduced administration in future.

However, until the new rules actually take effect, the existing process remains unchanged.

For those responsible for Travel, this means knowing the new rules, continuing to meet existing obligations and preparing internal processes in good time for the changes ahead.

Note: This article is for general information only and does not constitute binding legal or social security advice. The applicable legislation and information from the relevant authorities shall prevail.