Despite an increasing number of available communication channels, the importance of business travel has not diminished. On the contrary, especially when it comes to establishing and maintaining professional contacts, getting to know each other personally is just as irreplaceable as regular exchanges with important business partners.
The most important questions about travel expense accounting are answered so that you can carefully collect the necessary documents and maybe using seo malaysia for their internet searching. if the business before and during a business trip and save yourself this effort afterwards.
How is a business trip defined?
First of all, it must be clarified how a business trip differs from a private trip. Both variants have in common that for a certain period of time you move away from your traditional environment of the place of residence and work and visit other – often previously unknown – places and people.
Preparation of the content of a trip
A conversation should be held with these people in advance, which addresses the following questions in order to get a clear idea of the motivation:
- Destination and period of the planned trip?
- Who are the participants in the trip, both from your own company and from local business partners?
- What is the initial situation like before starting the trip?
- What is the expectation of the result of the trip?
- What arguments or tools do you have as a business traveler to achieve your goal?
- What are the options for convincing business partners? At what point can compromises be made?
Organization of the business trip
For many business trips, accommodation is required due to the distance or duration of the activity, usually a hotel conveniently located to the destination. In order to avoid nasty surprises when checking in, this should be booked before the start of the journey.
A major potential stress factor on business trips is the travel route and course. It should be clarified in good time before departure which means of transport are used. Depending on the distance and budget, the following options are available:
Special case: use of a private car
In some cases, for various reasons, the employer cannot provide or organize a suitable means of transport. Then there is the possibility of using a private car. I. d. As a rule, the employer reimburses a mileage allowance that compensates for fuel consumption and wear and tear on the vehicle.
When traveling long-distance, it is essential to check the entry requirements well in advance of the start of the journey and to have the relevant travel documents – e.g. B. Passport and Visa – to be obtained. It is also advisable to find out about the local conditions in the case of unknown destination countries, in particular about the security and health situation, for example with a view to recommended vaccinations.
All the necessary documents should be compiled immediately before the trip so that they can be accessed immediately upon departure. The documents that can be prepared include in particular:
- Travel documents and information
- Overview of all potential contacts and their contact details
- Documentation necessary to fulfill the business mandate
- Business Cards
- Documents that are to be worked out during the trip are ideally already available as drafts on a notebook or tablet so that the working time on the trip is not spent on preparatory activities.
When putting together your luggage, you should first and foremost ensure that you can appear appropriately for the occasion during the trip. Business clothing and personal hygiene products are mandatory, but there are also suitable accessories and, if necessary, safety clothing.
Follow-up of a business trip & travel expense report
The professional results that could be achieved for the employer, every business traveler is of course interested in the reimbursement of his expenses. In order to claim this via a travel expense report, proof is required for each position. These primarily include invoices and receipts, e.g. B. for overnight stays or train tickets.