Travel Opportunities: Asking To Work Remotely

Asking your employer about travelling for work can be a daunting task, but it's important to know what to expect and how to prepare. Whether you're seeking reimbursement for a job interview or inquiring about travel allowances for a business trip, there are some key considerations to keep in mind. Firstly, it's essential to understand the company's travel policy, which outlines the rules and expectations for work-related travel. This includes information on covered expenses, booking procedures, required documentation, and reimbursement processes. Knowing the company's policy will help you ask the right questions and ensure you're well-informed about their travel requirements. When approaching your employer, it's best to maintain a positive tone and focus on the benefits of travel for professional growth and networking. Be open about your willingness to travel and emphasise how it can contribute to your role within the company.

What expenses are covered?

When travelling for work, it is important to understand what expenses are covered by your company. This will vary from company to company, but there are some common expenses that are usually covered. These include:

• Transportation costs, including flights, train or bus tickets, car rental, mileage allowance if using a personal vehicle, and parking fees.
• Accommodation costs, such as hotel rooms.
• Meals, although there is usually a meal allowance amount set by the company.
• Communication expenses, such as business calls, faxes, and other related communication costs.
• Laundry and dry cleaning.
• Shipping costs for baggage or display/sample materials.

Some companies may also offer additional benefits, such as gym memberships, entertainment allowances, or free flights for family members. It is important to carefully review your company's travel policy or speak to the relevant person in charge of travel to understand exactly which expenses are covered and which are not.

Additionally, it is worth noting that there may be differences in the way expenses are handled depending on the company's location and the employee's home country. For example, in some cases, employees may be expected to pay for expenses upfront and then be reimbursed, while in other cases, the company may provide an allowance, an employee credit card, or a prepaid card. It is always a good idea to clarify these details before travelling.

Can I book my own travel?

When it comes to booking work travel, there are a few options available to you. One option is to book your travel through a travel management platform, which offers the convenience of online booking and the personalised service of a travel agent. This type of platform is especially useful for business travellers who want more flexibility and control over their travel plans. With a travel management platform, you can access a wide range of travel options and make bookings within your company's policy guidelines.

Another option is to use a traditional travel agent, who can provide expert advice and help you coordinate your trip. Travel agents can find exclusive fares and deals that may not be available to the general public, and they can also assist with group or family travel. However, travel agents may have limited inventory and availability, and their advice may be biased towards certain providers due to commission incentives. Additionally, travel agents typically charge booking fees and may have limited office hours, making them less convenient than online booking options.

If you prefer to have more control over your travel plans, you can choose to book your travel yourself through online travel agencies or aggregators. This option offers the convenience of 24/7 booking and a wide variety of travel products to choose from. However, booking your own travel may require more time and effort, especially if you are organising a group trip or managing multiple bookings. Additionally, you may miss out on exclusive deals and upgrades that a travel agent could provide.

Before booking your work travel, it is important to familiarise yourself with your company's travel policy. This policy will outline the procedures for making travel bookings, as well as any restrictions or requirements you need to be aware of. Some companies may give employees the freedom to make their own reservations, while others may rely on a dedicated travel manager or travel agency. By understanding your company's travel policy, you can ensure that you are compliant with their guidelines and avoid any confusion or mishaps during your trip.

What documents do I need?

Asking to travel for work can be a daunting task, but if you are well-prepared and know what documents to bring, you'll be in a good position to make a strong case. Here are some key documents you should prepare and bring with you when asking to travel for work:

• Passport: Ensure your passport is up to date and valid for the duration of your trip. Some countries require your passport expiration date to be at least six months away from the date of your travel. Keep a copy of your passport in a safe place, and consider making a digital copy as well.
• Visa: Research the visa requirements for your destination country. Check with the embassy of the country you're visiting, as visa requirements can vary. Some countries may require a specific type of visa for business travel.
• Travel Itinerary: Have a detailed travel itinerary ready, including flight and accommodation information. It's also a good idea to include any relevant event tickets or reservations.
• Company Travel Policy: Familiarize yourself with your company's travel policy. This document will outline what expenses are covered, what documentation is required for reimbursement, and any other important information regarding work-related travel.
• Identification: In addition to your passport, bring other forms of identification such as a driver's license or national ID card. Having multiple forms of identification ensures that you have backup options if one is lost or misplaced.
• Travel Insurance: If your company provides travel insurance, make sure you have the relevant documents outlining the coverage details. This can include emergency medical coverage, trip cancellation insurance, or other relevant benefits.
• COVID-19 Related Documents: Depending on your destination, you may need to provide proof of vaccination or a negative COVID-19 test. Keep these documents easily accessible, as they may be required at various points during your travel.
• Expense Receipts: Keep track of all your expenses and retain the receipts. This includes meals, transportation, accommodation, and any other relevant expenses. Some companies may require that these receipts include specific information, such as specifying that a meal was for one person only.
• Reimbursement Forms: If your company offers reimbursement for travel expenses, make sure you have the necessary forms or platforms to request reimbursement. Understand the process and any deadlines for submitting your expense reports.

It's always a good idea to make multiple copies of your important documents and keep them in separate locations. This will ensure that you have backup options if something gets lost or misplaced. Additionally, leave a copy of your documents with a trusted contact back home, who can help if you need access to them while abroad.

How do I claim expenses?

When it comes to claiming expenses, it's important to be well-informed and prepared. Here's a detailed guide on how to claim expenses while travelling for work:

Understand Expense Policies:

Firstly, familiarize yourself with your company's expense policies. These policies outline what expenses are covered and which are not. Typically, companies cover necessary travel expenses such as airfare, car rental, parking, hotel rooms, meals, and Wi-Fi. Make sure to clarify any uncertainties with your supervisor or the person in charge of travel arrangements.

Receipts and Documentation:

Keep all your receipts and relevant documents. This is crucial for getting reimbursed. Ask your company about any specific requirements for receipts, such as including company details or specifying the number of people a meal receipt is for. A travel diary or logbook can also help you track expenses and provide additional documentation.

Reimbursement Procedures:

Understand your company's reimbursement procedures outlined in their travel policy. Some companies require you to send all your documents to a specific person, while others use a dedicated platform. Know where, how, and when to submit your expense claims and receipts.

Timing and Deadlines:

Be mindful of any deadlines for submitting expense claims. Some companies may have specific time frames after your trip during which you can request reimbursement. Check with your company to ensure you don't miss any important dates.

Expense Categories:

Expenses can generally be categorized into transportation, accommodation, meals, and miscellaneous. Transportation expenses include airfare, taxi fares, car rentals, fuel costs, road tolls, and parking fees. Accommodation expenses cover hotel rooms or similar lodgings. Meals can be claimed if you stay away from home overnight, but there may be a meal allowance amount specified by your company. Miscellaneous expenses could include phone and internet charges, dry cleaning, business calls, and tips for services.

Personal vs. Business Expenses:

It's important to distinguish between personal and business expenses. Generally, you cannot claim expenses for personal errands, overtime work, or entertainment, such as souvenirs or attraction entrance fees. Ensure that your expenses are solely for business purposes and are reasonable and necessary.

Tax Implications:

When claiming expenses for tax deductions, consult with a tax professional or accountant. They can guide you through the process, ensuring you maximize your deductions without crossing any boundaries. Tax laws may vary depending on your location, so it's essential to seek expert advice.

Remember, the key to successful expense claims is thorough preparation, clear communication with your company, and meticulous record-keeping. By following these steps, you can effectively claim your expenses while travelling for work.

Can I extend my trip?

Asking to extend a work trip for personal reasons is becoming more common, with almost 70% of business travellers wanting to do so. The first step is to check your employer’s travel policy, as some companies prohibit extending trips. However, many companies allow or even encourage the practice, as it can help relieve employee stress and is an attractive perk that helps retain talent.

If you want to extend your work trip, you should do your research on the company's time-off and expense-management requirements. Be courteous of your work commitments and check with your team to ensure that any important projects are covered. If you plan to do any adventure travel, check with your Human Resources department to see if the company's insurance will cover you. If not, ensure you have a personal policy that does.

You should always ask for approval from your supervisor and/or the person in charge of travel before extending your trip, and be prepared to cover any additional expenses that arise from your extended stay. If you can't spare vacation time, consider asking to stay over the weekend and fly back on a Monday morning. This may even save the company money, as a Saturday night stay can be cheaper than a weekday one.

If you need to take a weekday off, see if it can be considered a paid workday instead of a regular day off. You could also negotiate a higher per diem spending allowance to cover leisure activities. Remember to do your research in advance so you can make the most of your time.

Frequently asked questions