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Business travel expenses managed automatically, streamline travel booking, expense reporting, and reimbursement., manage all your business travel expenses, from booking to reporting to tax compliance, with a single solution.

When employees travel for business purposes, expenses like airfare, accommodation, transportation, and meals can add up quickly. Travel and expenses make up an average of 10% of the total business budget, so it’s crucial to have complete and accurate information so your organization can take advantage of smart spending strategies, savings, and tax deductions. Does your current business travel solution help you manage flight booking and hotel bookings from multiple distribution systems? Does it enforce your travel policy, and build digital expense reports on the go? And can your staff access reports on key performance indicators? An automated solution can help streamline these tasks. Automation improves your business travel management and lets you:

• Simplify expense reporting with digital reports created via mobile, digitized, and electronic receipts, and automatic payment.
• Keep your employees safe and connected, allowing you to fulfill duty of care.
• Ensure global tax compliance with apps that manage deductions and Value-Added Tax (VAT) reclamation.

Make expense reports easy to file and quick to reimburse

With Concur Expense features like e-receipts, linked purchasing cards, and the ability to photograph receipts for automatic upload, business expense reports virtually write themselves. And with automatic payment, you can instantly calculate expenses incurred and speed reimbursement payments.

Keep your employees safe wherever they travel with Concur Locate

You have a legal obligation to keep your employees safe when they travel for business purposes. Concur Locate alerts you to potential risks, keeps you connected in the event of a crisis, and empowers you to help employees with on-the-ground assistance. It allows you to ensure your employees are secure without the expense of operating and maintaining your own security infrastructure.

Manage travel-related deductions and compliance with global tax regulations

It’s challenging to navigate tax issues for both domestic and global travel. It’s more than simply having to deduct travel expenses. Does your expense solution know the U.S. standard mileage rate, which purchases are tax deductible, or how to correctly reclaim VAT? With SAP Concur, you can connect to apps that manage tax compliance wherever users travel.

Is your legacy expense solution ready for today’s business travel?

You may have a long-standing system for managing your travel expenses. But as your business grows and your workforce and travel needs evolve, it may be time to reassess how you manage travel and process expenses that include transportation, lodging, and meals.

• Is your travel expense system connected to your accounting and other business systems?
• Does your travel solution connect to apps that help you save on expenses and reclaim VAT?
• Can you make travel purchases with preferred suppliers within your solution?

We audited expense claims from businesses not using SAP Concur and found that, on average, 25% of claims contained VAT that could have been reclaimed.”

Contact us about a better way to handle spend management..

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Three ways to save on travel and expense with automation

Business travel expenses make up an average of 10% of businesses’ budgets, so it’s well worth the effort to examine your current processes. Is it time to upgrade your system to increase automation? Are you claiming the correct tax deductions for business? Start your assessment with these three strategies:

Use automated error checks to stop costly mistakes, like duplicate reporting of expenses

Select a system that moves approvals forward instantly, without requiring hands-on management

Choose a solution that helps you reclaim VAT when appropriate

From avoiding errors to tax advantages to productivity gains, managing your travel and expenses better can mean significant cost-savings and a stronger bottom line – month after month, year after year.”.

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Travel and Expense

What is a travel allowance definitions and insights.

A travel allowance can be an effective way to manage employee travel expenses and manage costs for the employee. 

When employees travel for business, there are myriad expenses, from hotels to taxis or ride-sharing services. Using a travel allowance can help give travellers flexibility and control while increasing compliance with tax regulations. 

What Is a Travel Allowance? 

A travel allowance is compensation paid by an employer to employees to cover expenses incurred when traveling for business. In addition to lodging and transportation, travel allowances are typically used for airfare, meals, and other expenses related to business travel. It is business travel compensation, provided either before or after travel is completed. 

Managing business travel compensation can be complex and hard to manage. The way businesses handle travel compensation is changing, as leaders look to implement tools that aid travellers and companies alike. 

Technology is transforming how companies manage all aspects of employee travel, including the creation and coordination of travel allowances. 

Types of Travel Allowance 

There are many types of travel allowances, which can be given upfront or based on a reimbursement schedule. Here is a look at some of the most common. 

Fixed Travel Allowance 

A fixed travel allowance is a flat rate that is offered to an employee, irrespective of the level of expenses incurred. Employees are responsible for managing their travel expenses and determining how to use the money best to accommodate their needs. It is commonly used with employees for short trips or who travel infrequently. 

Typically, with a fixed allowance, if the employee spends less than the allocated amount, the employee can keep the difference. If the employee spends more, they are responsible for making up the difference. Businesses using fixed travel allowance should work with their tax professional to understand the implications of this practice. 

Daily Travel Allowance 

Also called a per diem, a daily travel allowance is an amount used for each day of travel and can be used for lodging, transportation, meals, and other travel expenses. Typically, a traveller will reconcile the per diem by submitting an expense report and receipts. The traveller will be reimbursed for any expenses they spent in excess and will return money that was unspent. 

Travel Reimbursement 

This travel allowance requires the traveller to submit receipts for actual expenses incurred, which are then reimbursed. This process can be cumbersome and time-consuming for the traveller. If reimbursement is not done in a timely manner, it can be burdensome for the employee, who is essentially lending money to the company. Fortunately, there are technologies available today to simplify this work. 

Mileage Allowance 

This type of allowance pays the employee for miles travelled on business. It is typically used when employees use their own car for business-related travel. Technologies can tracking and  reimbursing for mileage simpler and more accurate. 

Methods for Calculating Travel Allowances 

When using travel allowances as part of a corporate travel program, one key consideration is how the travel allowances are calculated. 

The process often has to consider the distance travelled and the time spent traveling. Here is one way to calculate a travel allowance. 

Location and Days of Travel 

Start by determining the location of the traveller at midnight on each day of travel. A day of travel is defined as a 24-hour period an employee is conducting business while traveling. 

The day of travel ends when the next day starts or they return home from a business trip to their home or office. For example, if an employee leaves for a trip at 4 p.m., the first day of travel is from 4 p.m. that day until 4 p.m. the next. 

Lodging allowances are provided based on whether an employee spends the night in accommodations other than their own home. Typically, lodging allowances are based on the location and the current price rates for various hotel categories, based on company preferences for the level of hotels allowed. 

Unlike with other categories, usually lodging is an either/or determination. Employees are either allowed the lodging allowance or not based on the circumstances of the trip. 

Like with lodging, meal allowances are usually based on the prevailing costs of meals in each location. It assumes that a traveller will have three meals a day. 

Typically, a meal allowance covers both meals and incidentals, such as snacks. Often it is prorated based on the time in any given day a traveller is on the road. 

The meal allowance may also be reduced if there are meals provided as part of the work travel, such as part of a conference registration fee or transportation ticket. 

Managing Travel Allowances 

Managing travel allowances is a complex task. Here are some tips on how to effectively implement and manage a program: 

• Develop a Clear Policy. Travelers need to understand the specifics in your travel program and how allowances are used. The policy needs to spell out, for example, what expenses are allowed and not allowed and the ways in which allowances are calculated. Transparency is essential to ensure all employees understand how travel expenses are covered 
• Consider Incidentals. Business travellers face many complexities and challenges. You want a policy that makes it easy for travellers to navigate while on the road. Be sure your policy covers costs that may arise, including parking, fuel, tips, laundry services, printing, internet fees, and luggage check fees 
• Analyse Data. You need a system in place that collects and reports on travel data to allow you to better understand trends, shifts and challenges. With visibility into your travel program, you can make timely, well-informed decisions 

Developing Travel Allowance Policies and Guidelines 

If your company wants to develop a travel allowance policy, where should you begin? 

The policy should be rooted in a broader travel policy which should consider the following: 

• Scope. What aspects of business travel will your policy cover? 
• Coverage. Determine which elements of travel the policy will cover, such as air travel, lodging, meals, incidentals, and ground transportation 
• Reimbursement Types. Will your company use travel allowances and, if so, which types? 
• Participation. How will policies be determined? Be sure to include staff from human resources, finance, and departments that frequently travel, in determining the policy 
• Safety. Be sure your policy provides protection for employees while they are traveling  
• Expense Reporting. Develop tools or adopt that will be used for the reporting of travel expenses, with an emphasis on scalability, technology integration, and ease of use 

Technological Advancements in Travel Allowance Management 

Technology is changing the way companies manage business travel . There are powerful platforms available today that integrate travel policies, allow for the booking of travel and itinerary management and provide robust data collection and travel. 

Employees need access to easy-to-use tools that allow for the recording of receipts and other transactions, let them reconcile expenses and generate expense reports, and simplify approvals and routing. 

SAP Concur solutions can provide companies with integrated business travel, expense, and invoice solutions. With SAP Concur solutions, companies can book travel, manage expenses, integrate with business systems, manage invoices, and more. 

Learn more about how SAP Concur solutions can simplify your travel management . 

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