What are the best practices for reporting travel expenses for a remote team?

1 Know the policies

The first step to reporting travel expenses correctly is to know the policies and procedures of your employer. Different companies may have different rules for what types of expenses are reimbursable, how to submit receipts and invoices, and how to track mileage and time. You should familiarize yourself with these guidelines before you plan your trip, and ask any questions or clarifications if you are unsure. You should also keep a copy of the policies handy, in case you need to refer to them during your travel.

3 Keep the records

The third step to reporting travel expenses accurately is to keep the records and documentation of your expenses. You should always collect and store your receipts, invoices, tickets, or any other proof of payment for your travel-related costs. You should also keep a log of your mileage, time, and purpose of your travel, especially if you use your own vehicle or work across different time zones. You should organize your records by date, category, and project, and label them clearly. You should also backup your records, either digitally or physically, in case you lose them or need to access them later.

4 Review the reports

The fourth step to reporting travel expenses effectively is to review the reports and statements that you generate or receive. You should check your reports for any errors, omissions, duplications, or inconsistencies, and correct them as soon as possible. You should also compare your reports with your budget and expectations, and identify any variances or issues. You should also review the feedback and comments that you receive from your manager or accountant, and address any questions or concerns that they may have.

5 Follow the deadlines

The fifth step to reporting travel expenses timely is to follow the deadlines and schedules that your employer sets or expects. You should submit your reports and records as soon as possible after your trip, or according to the frequency that your employer requires. You should also respond to any requests or queries that you receive promptly, and avoid any delays or penalties. You should also keep track of the status and progress of your reports, and confirm that they have been processed and approved.

6 Learn from the experience

The sixth and final step to reporting travel expenses successfully is to learn from the experience and improve your skills and habits. You should evaluate your performance and results, and identify any strengths and weaknesses that you have. You should also seek feedback and advice from your manager or peers, and learn from their best practices and tips. You should also look for opportunities to enhance your knowledge and tools, and keep up with the latest trends and developments in travel expense reporting.

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?