What if I lose a receipt?

Most companies accept credit card statements for expenses under $25-75. For larger amounts, contact the vendor for a duplicate receipt or use your expense app's 'lost receipt' feature if available. Some companies require affidavits for lost receipts over certain amounts.

How do I handle foreign currency expenses?

Use the exchange rate from the day of purchase, not when you file the report. Most expense apps automatically convert currencies using daily rates. Save foreign receipts and note the local amount paid plus the USD equivalent.

Can I expense alcohol during business travel?

Company policies vary widely. Generally, alcohol with client meals is expensable, but personal drinks are not. Some companies prohibit all alcohol expenses. Check your employee handbook or ask HR before your first business trip.

What counts as a business expense vs personal expense?

Business expenses must have a clear business purpose and benefit your employer. This includes necessary travel, work meals, client entertainment, and conference fees. Personal sightseeing, family meals, and entertainment without clients are personal expenses.

How long should I keep expense records?

Keep all business travel records for at least 3 years for tax purposes, longer if your company requires it. Digital copies in cloud storage are usually sufficient, but check with your accounting department about retention requirements.

How to Track and Manage Business Travel Expenses

Use a dedicated expense app like Expensify or Concur to photograph receipts immediately, categorize expenses by type (meals, transport, lodging), and submit reports weekly. Set up corporate credit cards for automatic tracking and always save receipts for items over $25.

Choose your tracking method. Download an expense management app (Expensify, Concur, or Ramp) or set up a simple spreadsheet with columns for date, vendor, amount, category, and business purpose. Apps are better for receipt storage and automatic categorization.
Set up expense categories. Create standard categories: airfare, ground transport, lodging, meals, incidentals, conference fees, and client entertainment. Use the same categories your company's accounting department expects.
Photograph receipts immediately. Take a clear photo of every receipt within 24 hours. Include the full receipt showing date, vendor, amount, and items purchased. Store physical receipts in a dedicated travel wallet as backup.
Record expenses daily. Log each expense the same day you incur it. Include business purpose, who was present for meals, and client names for entertainment expenses. Don't wait until the end of your trip.
Track mileage and per diems. Use your phone's mileage tracker for car travel or manually log start/end locations and odometer readings. Know your company's per diem rates for meals and incidentals by city.
Separate personal and business expenses. Use a dedicated business credit card for all work expenses. If you mix personal items on receipts, highlight or calculate only the business portion and note the personal amount.
Submit reports promptly. File expense reports within one week of returning from travel. Include all required approvals and supporting documentation. Late submissions often delay reimbursement by 30+ days.

What if I lose a receipt?: Most companies accept credit card statements for expenses under $25-75. For larger amounts, contact the vendor for a duplicate receipt or use your expense app's 'lost receipt' feature if available. Some companies require affidavits for lost receipts over certain amounts.
How do I handle foreign currency expenses?: Use the exchange rate from the day of purchase, not when you file the report. Most expense apps automatically convert currencies using daily rates. Save foreign receipts and note the local amount paid plus the USD equivalent.
Can I expense alcohol during business travel?: Company policies vary widely. Generally, alcohol with client meals is expensable, but personal drinks are not. Some companies prohibit all alcohol expenses. Check your employee handbook or ask HR before your first business trip.
What counts as a business expense vs personal expense?: Business expenses must have a clear business purpose and benefit your employer. This includes necessary travel, work meals, client entertainment, and conference fees. Personal sightseeing, family meals, and entertainment without clients are personal expenses.
How long should I keep expense records?: Keep all business travel records for at least 3 years for tax purposes, longer if your company requires it. Digital copies in cloud storage are usually sufficient, but check with your accounting department about retention requirements.