Simple Payment Processing for Business Travel Expenses
Simple Payment Processing for Business Travel Expenses
Business travel expenses can quickly spiral out of control. Employers need to balance employee needs, internal controls, and limited accounting resources to achieve a comprehensive business travel expense management solution.
ExpensePort™ helps you fund, track, and reimburse business travel without making extra work for your team.
Business Travel Expense Management Problems We Solve
- Heavy Burden on Accounts Payable
Traditional business travel reimbursement methods can slow things down and create extra work. ExpensePort™ handles funding and employee travel reimbursements for your AP team while still providing the reports they need.
- Employee Anxiety About Out-Of-Pocket Costs
When employees have to pay travel and entertainment costs upfront, it can cause financial anxiety. With Travel & Entertainment Allowance Management, ExpensePort™ can pre-fund employees with approved allowances. Make sure they have the funding they need for a successful trip or meeting.
- Slow or Inconsistent Business Travel Reimbursement to Employees and Non-employees
Consultants, contractors, or candidates might not be in your payroll systems, but you still have to pay for their costs. With ExpensePort™’s Business Travel Reimbursement Expense Management, you don’t need to create special processes for these scenarios.
- Lack of Structure for Business Travel Per Diem
Per diem plans often start simple but can get complicated, especially with taxes and reporting. ExpensePort™ gives you a clear, trackable business travel expense management system with payroll reporting if needed. You get proper documentation, easy tracking, and any unused funds go back to the employer.
- Wasted Business Travel Funds
ExpensePort™ helps you avoid waste by centralizing payments, adhering to your company’s business travel expense policy, and tracking and accounting for every dollar.
How to Process Business Travel Expense and Reimbursement Payments
Business Travel Expense Reimbursement Payment Processing
ExpensePort™ makes it easy for employees to submit business travel expenses for reimbursement online or in the app, then get paid quickly. Employers benefit from faster, more predictable business travel reimbursements, less frustration from employees, and a lighter workload for your AP team.
Instant Card debit card lump sum or per diem
ExpensePort™ promptly sends a VISA expense card or virtual Instant Card to employees or non-employees, pre-loaded with an approved allowance or lump sum. ExpensePort™ can fund the card according to your policies, for business travel, per diem programs, or an entertainment allowance. Employees use the card for eligible expenses, and any unused funds can be returned to the employer.
Employees do not have to pay costs up front. You control the funding amount, and you still receive the documentation and reporting you need.
Common Business Travel Expenses Covered in These Programs
Lodging
Hotel stays, extended-stay accommodations for temporary assignments, and short-term housing.
Meals and incidentals
Daily meals, tips, and small out-of-pocket items.
Transportation
Airfare, rail, rental cars, rideshare, taxis, and mileage.
Temporary assignment costs
Housing stipends, local transportation, and other living expenses associated with longer-term assignments away from home.
Travel & entertainment
Client dinners, team events, and other approved entertainment expenses tied to business objectives.
Common Scenarios That Require Business Travel Expense Management
Non-employee Travel Expenses
If you bring contractors or consultants on-site who are not in your HRIS or expense system, ExpensePort™ can manage their business travel expense reimbursements. Pay them quickly without creating special processes.
Employee Anxiety About Travel Costs
Employees worry about using their personal cards for large expenses. Instant Card pre-funds employees with approved business travel allowances so they can focus on the trip instead of their credit limit.
Business Entertainment Allowance
Let employees easily pay for client dinners, team activities, and other business expenses on the go without overloading their personal cards. A pre-loaded Expense Card is accepted anywhere.
FAQs About Business Travel Expense Management
You do. Employer-established policies determine how much is paid, which expenses are eligible, and how programs are structured. ExpensePort™ then puts those policies into action by funding, tracking, documenting, and reporting based on your rules.
For pre-funded programs like Travel & Entertainment Allowance Management or InstantCard-based per diem, any unused funds are returned to the employer. Avoid overspending and make sure employees have enough funding.