Advise For The Business Traveler

If traveling by automobile, drive a vehicle that fits the conditions. Mid-trip automobile troubles can hinder if not ruin the best planned business trip. Careful consideration to the terrain and the road conditions of your planned travel route will ensure a smooth and trouble free trip.

If traveling by plane or boat, make certain that you understand the departure and the arrival hours. Check for any layovers, and make adjustable plans.

Plan the Expenses

To ensure that a trip does not exceed reimbursement issues, maximize the travel dollars that your employer has made available to your needs. Confirm the following travel expense basics:

1.Know the items for which your employer will pay or reimburse.

2.Understand and collect any prior approval documentation.

3.Make certain that you comprehend the acceptable methods for out-of-pocket expense reimbursements.

4.Determine your source of funds.

5.Know the maximum spending limits.

6.Calculate any differences that may result from currency exchange rates.

7.Know what invoices and receipts you are expected to retain.

8.Establish the mode of transportation and the means of payment.

Know and Understand Your Company’s and Your Department’s Travel Rules

1.Take nothing for granted.

2.Know the restrictions, the special rules, and the requirements concerning expense justification. Get it in writing.

3.If available, consult any company designated travel planner.

4.Ask about company furnished credit cards and cash advances.

5.Confirm the waiting period, if any, for cash expense reimbursements.

Plan the Trip

1.Determine any pre-pay conditions such as advanced lodging reservations and conference registrations.

2.Compile any necessary cost comparisons/analyses.

3.If necessary, read up on any special foreign travel considerations.

4.If flying, make arrangements for any necessary ground transportation additions.

5.Reserve your hotel space and establish the check-in and departure requirements.

6.Collect any personal identify and company mandatory cards and letters.

7.Complete any “Pre-Approval” travel estimate forms, and acquire the necessary signatures.

As a final point of action, sit down and write out a list of things to remember during the trip. Include matters concerning receipts, phone numbers, addresses, and schedules.