How do you manage work travel expenses?

1 Plan ahead

One of the best ways to manage your work travel expenses is to plan ahead as much as possible. This means researching and booking your flights, hotels, car rentals, and other transportation options in advance, preferably using your company's preferred vendors or platforms. This can help you save money, avoid last-minute changes or cancellations, and ensure that your bookings are in line with your company's travel policy. You should also check the travel destination's weather, safety, and currency conditions, and pack accordingly. Planning ahead can also help you create a realistic travel budget and estimate your daily expenses.

2 Track your expenses

Another key tip is to track your expenses diligently and accurately. This means keeping all your receipts, invoices, and bills in a safe and organized place, either physically or digitally. You can use apps, software, or spreadsheets to record your expenses by category, date, and purpose. You should also review your credit card statements and bank accounts regularly to avoid any errors or fraud. Tracking your expenses can help you monitor your spending, avoid missing or duplicating any claims, and prepare for your expense report.

3 Submit your report

The final step is to submit your expense report in a timely and compliant manner. This means following your company's guidelines and deadlines for submitting your report, attaching all the required documentation and proof of payment, and using the correct forms and codes. You should also check your report for any errors, inconsistencies, or missing information, and be ready to answer any questions or provide any clarifications if needed. Submitting your report promptly and correctly can help you get reimbursed faster, avoid any penalties or audits, and maintain a good reputation with your employer.

4 Use a corporate card

If your company offers a corporate card for work travel expenses, you should use it whenever possible. A corporate card can simplify your expense management process by reducing the need for cash, receipts, and reimbursements. It can also help you earn rewards, discounts, or perks from your card issuer or partner merchants. However, you should also be responsible and careful when using a corporate card. You should only use it for authorized and necessary expenses, pay your bills on time, and report any lost or stolen cards immediately.

5 Save money

Managing your work travel expenses also means finding ways to save money without compromising your quality of work or safety. You can save money by comparing prices and options, choosing cheaper alternatives, or sharing costs with other colleagues. You can also save money by taking advantage of your company's benefits, such as travel allowances, per diems, or mileage reimbursements. You can also save money by minimizing your personal expenses, such as entertainment, souvenirs, or food and drinks. Saving money can help you stay within your budget, improve your profitability, and demonstrate your professionalism.

6 Learn from others

One of the best sources of advice and information on how to manage your work travel expenses is your fellow field service engineers. You can learn from their experiences, tips, and tricks, and ask them for recommendations, referrals, or feedback. You can also network with other field service engineers in your industry, region, or niche, and exchange ideas, insights, and best practices. Learning from others can help you improve your skills, knowledge, and performance, and also build your professional relationships and reputation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?