China Business Travel Compliance Guide: Essential Information on Invoices, Accommodation and Reporting

I. Invoice

An invoice is not only proof of payment but also a core document for tax and financial compliance.

• For business travel expenses such as accommodation, taxis, meals, and office supplies, you must request an invoice.

• In China, invoices are divided into electronic and paper versions. Electronic invoices are the safest: if lost, they can be re-downloaded. Once a paper invoice is lost, most companies will not reimburse it, and it cannot be reissued.

• When requesting an invoice, you must provide the company’s full name + taxpayer identification number (provided by your Chinese partner or your own company). Even one incorrect character will invalidate the entire invoice.

• Recommended practice: Save your company’s invoicing information in your phone’s notes and present it before each purchase.

II. Hotel Registration: Passport data must be entered into the system

Chinese hotels implement a real-name registration and facial recognition system.

• Upon check-in, you must present your original passport (copies or photos are invalid). The hotel system uploads your passport information to the public security authorities.

• If you fail to register, enter incorrect information, or use someone else’s documents, the hotel may refuse service.

• Business tip: If your Chinese company books the hotel on your behalf, confirm that the reservation name exactly matches your passport name (including letter case and spaces).

• Common mistake: Booking under “Zhang Wei” while your passport reads “Wei Zhang”—you will be denied check-in.

• For multiple guests sharing a room, each guest must complete registration.

III. Temporary Accommodation Registration: Required outside hotels

If you stay outside a hotel—such as in a company dormitory, a friend’s home, or a short-term rental apartment—you must complete temporary accommodation registration at the local police station within 24 hours of arrival (72 hours in rural areas).

• Required materials: original passport, a copy of the landlord’s ID card (or property ownership certificate), and the lease agreement.

• The police station will issue a “Temporary Accommodation Registration Form for Foreigners.” Keep this form carefully:

• Common mistake: Assuming no registration is needed when staying at a friend’s house. In fact, regardless of payment, any non-licensed lodging requires registration. Failure to register and discovery results in a fine of 500–2,000 yuan.

IV. Business Travel Safety Kit (Physical Checklist)

On every business trip, carry the following physical documents:

• Original passport

• Temporary accommodation registration form

• Company contact card with 24-hour emergency phone number

• Screenshots of the hotel address and the police station location

• 2,000 RMB in cash as backup

V. Handling Emergencies

Lost InvoiceImmediately contact the merchant to confirm whether they can provide an electronic invoice or a stamped copy. Most restaurants and taxi services cannot reissue invoices.

Hotel Refuses Check-InCommon reasons include an unreadable passport chip or a mismatched name. Request a written explanation from the hotel and contact the local immigration authority for assistance.

Forgot to RegisterIf more than 24 hours have passed, go to the police station as soon as possible to explain the situation; voluntary reporting usually results in a warning rather than a fine.