Quick Guide: When Are You Entitled to Compensation?
- 3+ hours delay on arrival at final destination
- EU flight (departure from EU or arrival in EU with EU carrier)
- Not extraordinary circumstances (technical issues = compensation, severe weather = no compensation)
- €250-€600 depending on flight distance
Understanding Flight Delays
A flight delay in a business trip context is more than just inconvenience - it can mean:
- • Missed business meetings
- • Conference presentations delayed
- • Lost client opportunities
- • Project timeline disruptions
- • Extended hotel stay costs
- • Additional meal expenses
- • Extra local transportation
- • Rescheduled meeting fees
Compensation: How Much and When?
You're entitled to financial compensation when your flight arrives at the final destinationwith a delay of 3 hours or more, and the delay wasn't caused by extraordinary circumstances.
Compensation Amounts by Distance
Examples: Warsaw–London, Berlin–Paris, Amsterdam–Barcelona
Examples: Warsaw–Lisbon, Berlin–Istanbul, London–Tel Aviv
Examples: Warsaw–New York, Paris–Dubai, London–Singapore
Compensation is calculated based on arrival time at final destination, not departure delay:
- • Example 1: 4-hour departure delay, but arrived only 2.5 hours late → No compensation
- • Example 2: 2-hour departure delay, arrived 3.5 hours late → Compensation applies
- • Example 3: Connecting flights - total delay from first departure to final arrival counts
What to Do When Your Flight Is Delayed
- • Take photos of departure boards showing delay status
- • Note the original and new departure times
- • Save all airline notifications (SMS, email, app)
- • Keep your boarding pass
- • Ask airline staff for written confirmation of delay reason
Inform your supervisor or travel coordinator immediately:
- • Email + phone call (use both channels)
- • Provide current delay estimate
- • Discuss impact on meetings/schedule
- • Clarify approval for additional expenses
- • Request guidance on next steps
The airline must provide assistance based on delay length:
- • 2+ hours: Meals, refreshments, 2 phone calls/emails
- • 3+ hours: Plus potential compensation (if applies)
- • 5+ hours: Right to refund and return flight
- • Overnight delay: Hotel accommodation + transfers
Business Trip: Additional Considerations
Delays often mean extended stay at destination. Who pays what?
Airline Covers:
- • Meals during wait at airport
- • Hotel if overnight delay
- • Transport to/from hotel
- • Basic communication needs
Employer Covers:
- • Extended business trip allowances
- • Additional work-related expenses
- • Local business transport
- • Rescheduled meeting costs
If delay causes you to miss critical business commitments:
- • Document all missed appointments with timestamps
- • Keep email correspondence about rescheduling
- • Note any penalties or lost opportunities
- • Coordinate with employer on damage mitigation
While airline compensation doesn't cover business losses directly, proper documentation helps with internal company settlements and potential exceptional claims.
Important clarification: EU compensation belongs to the passenger(you, the employee), not the company that paid for the ticket.
However, check your:
- • Employment contract
- • Company travel policy
- • Internal regulations
Some companies have policies requiring employees to transfer compensation to the company. This is legal if stated in your contract or travel policy.
Settling Expenses with Your Employer
Create a comprehensive expense file with clear categories:
Flight Documentation:
- • Original boarding pass
- • Delay confirmation from airline
- • All airline communications
- • Photos of departure boards
Expense Receipts:
- • Hotel invoices (if airline didn't provide)
- • Meal receipts
- • Transportation costs (taxis, public transport)
- • Phone/internet charges
In your standard business trip expense form:
- • Mark extended days due to delay
- • Attach separate explanatory note
- • Clearly indicate what airline covered vs. what you paid
- • Highlight delay-related vs. regular business expenses
- • Reference correspondence with supervisor
Don't wait until month-end to submit unusual expenses:
- • Inform HR/Accounting early about the situation
- • Ask about specific procedures for delay-related costs
- • Explain why certain expenses are higher than usual
- • Maintain professional tone - delays aren't your fault
- • Follow up on reimbursement timeline
Understanding "Extraordinary Circumstances"
Airlines are exempt from paying compensation if delays are caused by extraordinary circumstances beyond their control. Understanding these is crucial for realistic expectations.
- ✗Severe weather (storms, heavy snow, volcanic ash)
- ✗Political instability, security risks
- ✗Air traffic control strikes
- ✗Bird strikes, runway debris
- ✗Medical emergency on previous flight
- Technical/mechanical problems
- Crew shortages, scheduling issues
- Airline staff strikes
- Overbooking situations
- Previous flight delays (domino effect)
Frequently Asked Questions
In most EU countries, you have up to 3 years from the flight date. However, filing sooner is better - evidence is fresher, and airlines respond faster. Some countries have shorter limitation periods (2 years), so don't delay unnecessarily.
If you booked both flights as a single reservation and missed your connection due to the first flight's delay, you're covered. The total arrival delay at your final destination counts. If you booked flights separately, each is treated independently.
Generally no. If the airline offered you a reasonably timed alternative and you chose a later flight for personal convenience, compensation may not apply. However, if no reasonable alternatives were offered and you had to accept a significantly delayed flight, you should still be eligible.
Airlines are legally required to respond to compensation claims. If they ignore you or keep stalling, you have several options: (1) File a complaint with national aviation authority, (2) Use a claim service like ClaimWinger that handles airline resistance, (3) Consider small claims court if the amount justifies it.
No. Passenger compensation is a legal right under EU law, separate from corporate contracts. Airlines cannot penalize your company for employee compensation claims. Your employer's corporate rates, discounts, and partnerships are unaffected by individual passenger claims.