This is general information, not tax or accounting advice. What counts as a business expense, and how it is treated for tax, depends on your employer's policy and the rules where you live and work. Ask your finance team or a qualified tax professional about your own situation.
Know the policy before you spend
Expense policies differ a lot. Before your trip, find out:
- Which costs are covered, and which are not. Common exclusions include alcohol, in-room movies, minibar items and upgrades.
- Whether meals are reimbursed at actual cost with receipts, or through a fixed daily allowance, often called a per diem.
- Whether you should use a company card, your own card, or both.
- Which receipts are required, and whether a card statement alone is enough. Often it is not.
- The deadline for submitting a claim after you return.
Keep itemized receipts
A card slip shows only the total. An itemized receipt lists what you bought, and many finance teams require it, especially for hotels and meals. For hotel stays, ask for a final itemized folio at checkout, or have it emailed to you, so room charges, taxes, meals and parking are listed separately.
If you lose a receipt, tell your finance team as soon as you notice. Many employers have a missing receipt form, but it usually needs to be filed promptly.
Capture receipts the same day
The simplest routine is to photograph every receipt on the day you get it, then put the paper copy in one envelope or pouch. If your employer uses an expense tool that accepts photos, add them there. If not, a single folder on your phone works. For each receipt, note:
- What it was for, in a few words, such as "dinner with client team" or "taxi airport to hotel".
- Who was there, for meals with others, if your policy asks for attendees.
- The project, client or cost center, if your employer tracks it.
Five minutes each evening is far easier than rebuilding a week of spending from your bank statement.
Foreign currency
When you pay abroad, the receipt shows the local currency and your card statement shows your home currency, often with a fee. Keep both if your policy asks for them. Some employers reimburse at the rate on your statement and some use a published rate for the day, so check which one yours uses. If a card machine offers to charge you in your home currency, many travelers choose the local currency, because the conversion offered at the till is often less favorable.
Driving and mileage
If you drive your own car for work, employers often reimburse at a set rate per mile or kilometer rather than for fuel receipts. Keep a simple log with the date, start and end points, purpose and distance. Tolls and parking are usually claimed separately with receipts.
A receipt routine by stage
| When | What to do |
|---|---|
| Before the trip | Read the policy, note the daily limits and the claim deadline, pack an envelope for paper receipts. |
| Each day | Photograph receipts, add a one-line note, put the paper copy in the envelope. |
| At checkout | Ask for an itemized hotel folio and check it for charges you did not make. |
| First workday back | Match receipts to card transactions and submit the claim. |
| After approval | Keep the records for as long as your employer or local rules require. |
Common mistakes
- Mixing personal and work spending on one receipt. Ask for two bills if you can.
- Waiting weeks to file, then missing the deadline or forgetting what a charge was for.
- Assuming a bank statement replaces a receipt.
- Booking outside the approved channel without permission.
What if I am self-employed or run a small business?
Then you set the policy, and tax rules decide what you can deduct. Keep the same receipt routine, and ask an accountant or tax professional what you can claim and how long to keep records.