We’ve all been there: the excitement of traveling for work – airports, hotels, and maybe even that fancy dinner. But once the trip is over, the fun doesn’t always end there, right? You still need to ask for reimbursement for your travel expenses. And, let’s be honest, sometimes that part can feel a little… awkward.
But don’t worry, we’ve got your back.
Whether you’re working for a big corporation, a small business, or running your own show, we’re here to make sure you get reimbursed without the stress. Here’s how to get your travel expenses back in your pocket the easy way.
Step 1: Know Who You’re Dealing With
Not all businesses are the same, and their reimbursement processes can differ. Here’s a quick breakdown of what to expect based on your company type:
- C Corporations: These are your big leagues. C Corps usually have formal processes in place for reimbursements, so there’ll likely be clear forms or tools to follow.
- S Corporations: Similar to C Corps, but with fewer owners. They’re a little more flexible, but still, expect some structure in the reimbursement process.
- LLCs (Limited Liability Companies): This one’s a bit more chill. Whether you’re a solo entrepreneur or part of a small team, the process tends to be more relaxed, but it still helps to know the basics.
- Partnerships: If you’re in a partnership, your reimbursement method could vary depending on the partnership agreement. It’s good to check with your partner(s) on how it works.
- Sole Proprietors: If you’re flying solo, you probably don’t have a formal reimbursement system. But hey, keeping your receipts and tracking your expenses is key for tax purposes!
Step 2: Keep It Simple
This is the most important part. When it’s time to ask for reimbursement, don’t get too complicated. Keep it straightforward:
- List your expenses with clear descriptions.
- Include dates and locations for each expense.
- And, of course, keep those receipts handy.
You don’t need to write a thesis on why you took that $50 Uber ride or ordered room service, just keep it clear and honest. That’s all!
Step 3: Know the Process
Every business has some kind of policy for reimbursements. Some are super strict, others are more laid-back. The key is to know what’s required:
- Forms: Some businesses want you to fill out detailed forms—get those filled out ASAP.
- Digital Tools: Some companies use tools like expense tracking apps or spreadsheets. Learn what your company uses and follow their method.
- Reimbursement Timelines: Don’t wait too long to submit your expenses. The sooner you get everything in, the sooner you get your reimbursement!
Step 4: Be Honest, But Keep It Light
Your expenses should be legitimate (obviously), but that doesn’t mean you can’t explain them in a light-hearted way. When you submit your expenses, feel free to add a little fun into your descriptions:
“The $50 Uber was necessary. I could’ve walked, but there was a rainstorm, and my suitcase was about as excited to get wet as I was.”
A little humor can go a long way in making your request less stiff. Just make sure your expenses are real, and you’re good to go.
Step 5: Submit Early, Not Late
Don’t wait months to ask for reimbursement! The sooner you submit your expenses, the faster they’ll be processed. Plus, it’ll help you avoid that awkward moment when you can’t even remember why you ordered that expensive snack at the airport.
The sooner you submit, the sooner you get reimbursed, and the sooner you can move on with your day (without any lingering “where’s my money?” thoughts).
Step 6: Don’t Feel Weird About It
Remember: You earned this. Asking for reimbursement is just part of the deal. Whether you work for a big corporation or a small business, travel expenses are part of doing business, and getting reimbursed for them is completely normal.
So, don’t hesitate. Go ahead and ask. Your reimbursement is waiting for you!
Need Help With Your Business Finances?
If you’re looking for some extra help managing your business expenses, taxes, or bookkeeping, we’ve got you covered.
At Solution 8020, we specialize in making your financials easy to handle so you can focus on what you do best. No stress, no hassle… just straight-up financial peace of mind.
Safe travels, and get reimbursed like a pro!
