Published On: 26. January 2024

Travel expense report

Well prepared with HM business travel!

Traveling for business? Mastering the art of travel expense accounting is key. Whether you’re a globetrotter for your company or an occasional business traveler, ensuring your travel expenses are accurately accounted for can save you from last-minute hassles and lost receipts. In this blog, we’ll dive into the essentials of travel expense management, along with some savvy tips to streamline the process.

An insight into business trip costs

Let’s break down the components of travel expenses to make sure you’ve got everything covered:

  • Traveling Expenses:
    From public transport (bus, train, plane) to taxis, rental cars, and even mileage allowances for using your own vehicle, travel expenses come in various forms.

  • Accommodation Costs:
    Whether it’s a hotel room for a conference or a cozy B&B for a trade fair, lodging expenses are a staple of business trips.

  • Additional Catering Expenses:
    On the road, you’ll incur extra costs for meals. Many companies use daily allowances, like the ‘catering flat rate’, to manage these expenses.

  • Ancillary Traveling Expenses:
    These could include parking fees, tolls, luggage charges, and even the occasional tip.

  • Communication Costs:
    This category covers the costs for phone calls, internet usage, and other communication needs while traveling.

  • Visa and Vaccination Costs:
    International business trips might require visas or vaccinations, which also fall under travel expenses.

Keeping Your Travel Accounts Clear

To ensure reimbursement, accurate documentation of your expenses is crucial. Save all receipts – hotel bills, transport tickets, meal receipts, and more. These are not just necessary for reimbursement but also useful for tax purposes.

Here are some pro tips to keep your travel expense tracking stress-free and organized:

  • Pre-Plan Your Budget: Anticipate your expenses including transport, accommodation, meals, and incidental costs.

  • Embrace Technology: Utilize apps for tracking and categorizing expenses. They often allow you to snap and store receipt images – a handy backup for lost receipts.

  • Collect Receipts Religiously: Keep all receipts, both physical and digital. They are essential for your company and can be lifesavers if originals are misplaced.

  • Use Company Credit Cards: This streamlines separating business expenses from personal ones and eases the accounting process.

  • Prepay Where Possible: Booking and paying in advance can cut costs and simplify expense tracking.

  • Consider Lump Sums for Minor Expenses: Set flat rates for small expenses and catering to minimize the need for individual receipts.

  • Categorize Your Expenses: This makes post-trip accounting more straightforward.

HM business travel’s Hassle-Free Travel Expense Service

At HMBT, we offer comprehensive travel services, including managing your business trip expenses and hotel bookings. Our goal is to alleviate the burden on your accounting department, ensuring a smooth and efficient process. Our one-stop service promises to make your business travel planning and accounting a breeze.

Let this guide be your compass for stress-free, efficient travel expense management, turning what can often be a logistical headache into a seamless part of your business journey.