Travel and expense reports are physical or digital documents that include all of the relevant details for a travel-related expense, including the amount of the purchase, the date, and expense category. Original receipts are typically also included with T&E reports so that if a tax return is ever audited, the business can provide evidence of reimbursable expenses.
Why are travel and expense reports important?
Travel expense reports are important for several key reasons that matter to a company, whether a global corporation or a small business.
In most countries around the world, travel is fully deductible, as long as it has a justifiable business purpose. That purpose can be professional development, recruiting, sales, procurement, on-site customer support, and more. But in order to deduct your expenses legally with the IRS or other government entity, you need proof in the form of a receipt or invoice.
Reporting is not just for the tax entity of the governments whose countries you operate in. Understanding travel costs is important for your business as well. For example, with real-time insights into travel spend, you can make in-the-moment decisions to stick to your budget. And with monthly and quarterly reports, you can identify projects or teams that are overspending.
Unfortunately, travel reimbursement is subject to employee fraud. With the right procedures in place (including the requirement to attach receipts), you can reduce your company’s risk of fraud.
Smart strategies to save money on travel expenses
Of course, streamlining your travel and expense reporting is only one part of the puzzle. You might also want to reduce your business travel expenses.
Analyze travel spend by person, team, project etc.
Use your business travel software to set up tags, categories, and cost centers. This will allow you to accurately calculate the ROI of business travel and set better budgets in the future.
Create unique travel policies for certain teams or projects
The better that your travel policies match your company, the better they will work. Set different policies for different travel reasons (such as recruiting), or for different teams (such as sales).