Business Travel solutions,Business Travel Costs,Travel

Uniglobe Gateway Travel Tracking Business Travel Costs Business travel is tough. You're far away from home. The pressure is on to perform. Additionally, you have to juggle a lot of details like preparing and delivering your presentation, entertaining business contacts, finding your way around a strange town, living and working out of a hotel, being at the airport on time and tracking every penny you spend on behalf of your company.

At one point or another, most business travelers have learned how difficult it is to handle expenses while on the road and then explaining them to the corporate accounting department when it comes time to settle accounts. A little forethought, planning and communication can reduce headaches on the road and the accounting hangover upon your return to the office.

Before going anywhere, thoroughly review and understand your company's travel policy. You should know what expenses are covered, what's not and how you are expected to report them. Look for specific details on the amount you are allowed to spend for sundry items, meals, and whether a glass of wine with dinner is covered. Some companies work on a per diem system, meaning it will cover meals up to a set amount each day. If you spent more, the difference comes from your pocket. Also understand any restrictions on phone calls, laundry, the hotel mini-bar and those in-room movies.

Meet or phone your corporate travel agent. Discuss your flights, hotels and car rentals. Ask them to explain what they can do for you if something goes wrong. Usually they can deliver results much faster than if your tried to deal with the airline yourself. Get used to the fact that something will likely go wrong if you travel enough.

Next, introduce yourself to the fun folks in the accounting department who will process your expense report. Work with them and they will work with you. Find out what they need in the way or reporting and how they like to receive information. If you're spending thousands in travel, you will need a friend in accounting to get speedy reimbursement. Otherwise, the delay impacts your pocket book and you will have made an interest free loan to the company until that debt is cleared.

When talking to your contact at the accounting department, determine if you can get a cash advance to cover your expenses. Again, understand the documentation required to settle accounts, as most companies are very picky about cash.

If your company doesn't offer cash advance or a corporate credit card, your expenses will likely end up on your credit card until you're reimbursed. Make sure you have enough credit on your card for the trip. It can be very embarrassing if your credit balance is at its limit when it comes time to pay for your top client's dinner.

Some travelers keep a separate credit card for business expenses. The advantage is less confusion, as every statement item is a business expense. Credit cards that offer reward points for dollars spent can also be very advantageous for a busy business traveler.

And don't forget to keep all receipts. Each time you reach for your wallet, make a quick note on the back of the receipt stating what the expense was for. At the end of the day, toss all of your receipts into an envelope. There will be no hunting for missing receipts upon your return to the office and no having to stretch your memory to determine why you spent.

Finally, take advantage of the flight home to organize your expenses and complete the necessary paperwork. When you hit the office the following day, just add your final receipt for airport parking or the taxi ride home. Submit to the accounting department using their procedure and look for swift and painless processing.

Business travel can be hard work, but a little advance research, planning and communication can save you time, money and even embarrassment when it comes to tracking your travel expenses.

BUSINESS MANAGEMENT SOLUTIONS , From UNIGLOBE GATEWAY TRAVEL, helps both business and leisure travelers stay on track.

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