While on a business trip, there are certain expenses that you need to report, and even though it can be a pretty challenging task to track every expenditure, it’s something that every employee needs to do.

Of course, since it is a delicate thing, it’s easy to make a mistake, which is why we will focus on the most common ones.

1. Not tracking mileage

Yes, everyone will state that this is one of the most important things that you simply cannot overlook, but in reality, this is where most people make a mistake. Tracking mileage expenses is the thing that can have a huge impact on the report, which is why failing to do so can affect the overall costs in the report.

Meeting customers and clients is part of the job, which is why traveling long distances is sometimes simply a must, not to mention going to conferences. Using expense management software can be of huge role here, as it is designed to track all the mileage and overall expenses on the fuel.

Besides that, a GPS tracker is also something that goes with this software, which simplifies everything as it gives real-time mileage info at any given time. In that way, you will have detailed information at any moment, and filing the report will be a much simpler process.

2. Forgetting about cash payments

Dealing with the company money via credit cards is great, as all the payments and expenses are paid, and you do not need to report them, but what about expenditures and things you paid for in cash? Yes, this is yet another thing to file into your report while on business travel because, for certain things, you must pay in cash. Of course, filing a receipt to verify the purpose of cash payments is a must, as it is the only way to justify the costs, but overall, you should always file it into your travel report.

It can be a little boring to write down every cash transaction, but if it is not done, the company will not return you the money spent on improving the company operation, and instead of having nice memories from a business trip, you will end up spending your own money. Since it is easy to forget about some transactions as there can be a lot of them, the best idea is to use a piece of paper and write it down right after paying, or, even easier, make a note on your phone.

3. Some expenses do not qualify for reimbursement

Once we go on a business trip, it is crucial to know which expenses are qualified for reimbursement, or we will not be able to write a report. It is different in every company, and because of that, it is important to ask before spending more than you can afford and not be certain that you will get that money back. Some companies reimburse everything from meals, accommodation, parking expenses, and even tips, while some will return to you only some of them.

The most confusing are meals, as in some companies, workers get their money back only for lunch with business partners, while they need to pay for their own meals when eating alone. Because of that, checking the classification in time is necessary, as none of the non-qualified expenses will be returned. Each company has a strict policy about that, and reading that document in time is something every worker should do before going on a business trip.

4. Not adapting travel policy

Sometimes we can find ourselves in a situation where we need to change and adapt the travel policy, and not doing that can result in losing more money than we should. For example, if we are running a local company that operates only around the city we are living in, expenses can be low, and it can be pretty easy to qualify all of them for reimbursement.

But, if we decide to expand the market to the cities nearby or overbroad, these expenses will be much higher. It is why it is important to change the travel policy whenever the circumstances change, or our company will not have enough money to pay each worker. It can be a pretty difficult job, as it requires a lot of information about the prices in the nearby city or another country, but it needs to be done if we want our company to improve.

5. Not keeping the receipts

As we have already mentioned, a receipt is proof that we have spent a certain amount of money at a certain location, and losing or not keeping them is never a good idea. Once we file a travel and expense report, we need to possess each receipt we want to reimburse, or the company can refuse to pay us the money back, and we can end up losing money that we did not plan to.

Since we can easily forget the importance of keeping all the receipts, the best idea is to keep them in one place, and a bigger wallet or a purse can be perfect for that. Simply put the receipt in your wallet right after receiving it, and you do not need to worry that some of them will be lost. Once it becomes a habit, you will not worry about that, and it will become automatized, so you will be sure that all the receipts are kept.

To summarize

Filing a travel and expense report is not difficult, but as you can see, there are some common mistakes that many people make, but they are pretty easy to avoid if we learn how to recognize them.

One simple mistake can leave us without reimbursed money, and we can easily end up spending our own money on a business trip and face big losses instead of enjoying the trip. Because of that, it is crucial to know how to avoid these mistakes and always check twice whether the report is properly filled out before submitting it.

Travelling offers countless opportunities for exploration, adventure, and discovery, but it can also disrupt our usual routines and habits, including those related to health and wellness. From indulging in new cuisines to adjusting to different time zones, travellers often face challenges in maintaining their well-being while on the road.

However, with some mindful planning and simple strategies, it’s possible to stay healthy and energised throughout your journey.

Here are some tips for staying healthy while travelling:

Stay hydrated: Proper hydration is essential for overall health, especially while travelling. Carry a reusable water bottle and drink plenty of fluids throughout the day, especially in hot or dry climates.

Stay active: Keep your body moving and combat the sedentary nature of travel by incorporating physical activity into your itinerary. Take advantage of opportunities for walking tours, hiking, biking, or swimming to explore your destination while staying active. If you’re confined to a plane or car for long periods, stretch your legs and engage in simple exercises like walking up and down the aisle or doing seated stretches.

Pack healthy snacks: Avoid the temptation of unhealthy snacks by packing your own nutritious options. Choose portable snacks like nuts, seeds, dried fruits, whole grain crackers, or protein bars to keep hunger at bay and maintain steady energy levels.

Practise good hygiene: Wash your hands frequently with soap and water, especially before eating or touching your face. Carry hand sanitizer for times when soap and water are not available, and avoid touching your eyes, nose, or mouth with unwashed hands.

Prioritise sleep: Adequate sleep is crucial for overall well-being, but it can be challenging to maintain while travelling, especially across different time zones. Try to stick to a regular sleep schedule as much as possible and create a relaxing bedtime routine to signal to your body that it’s time to rest.

Eat mindfully: While it’s tempting to indulge in local cuisine while travelling, be mindful of portion sizes and choose balanced meals that include plenty of fruits, vegetables, lean proteins, and whole grains. Opt for freshly prepared foods and avoid excessive amounts of fried or processed foods, which can be heavy and taxing on digestion.

Manage stress: Travelling can be stressful, whether it’s navigating unfamiliar transportation systems, dealing with delays, or adjusting to new environments. Practice stress-reducing techniques such as deep breathing, meditation, yoga, or mindfulness to stay calm and centred during your journey.

Protect your skin: Sunburns and skin damage can put a damper on your travels, so be sure to protect your skin from the sun’s harmful rays. Wear sunscreen with a high SPF, reapply regularly, and seek shade during peak sun hours. Don’t forget to protect your eyes with sunglasses and cover up with lightweight clothing and a wide-brimmed hat.

Stay informed: Research your destination’s health and safety guidelines before you travel, including any necessary vaccinations or health precautions. Familiarise yourself with local medical facilities and emergency contact information in case you need assistance during your trip.

Take some needed time off to rejuvenate by doing fun activities at home

Finances, the temperature outside or work hours are all examples of restraints that keep you away from traveling on a relaxing or adventurous vacation. However, did you know that you can still unwind and have fun at home?

Staycations, or taking a vacation at home, are great for when travel isn’t an option. Explore your local surroundings, spend quality time with loved ones and just take some time off. You deserve it.

Staycation ideas

1. Try some new foods

If you love food, there are lots of different activities to do. You could walk to different restaurants and eateries to eat known favorites or try new food. This could be spiced up by going out to a different place for appetizers, entrees and desserts!

If baking or cooking food from home is more your style, consider looking at new recipes and make a day out of eating and sharing all of the new things you make.

2. Go ‘camping’ or make a fort

You and your friends can camp right in your own backyard! Set up some comfy pillows, blankets, warm up some marshmallows in the oven for s’mores and look at the stars. If it is too chilly, or staying outside isn’t your thing, make a fort inside!

Pull up chairs and use the couch to drape blankets and sheets for some cover. Feel free to decorate the space with pillows, more blankets, lights and maybe pull in the TV for watching shows.

3. Walk to local sites

Not everything needs to be inside. Staycations can include walking or making a small trip to places in your local area. If you’re with kids, try heading to the park or going on a small hike. If with an older group, or by yourself, go see some museums, attend a class or do a service activity.

4. Get into fitness

Not everyone is into fitness, and that’s okay. A staycation is supposed to be a time where you do things you enjoy. However, if you do like fitness, feel free to work out! Whether it is attending a local class, new or familiar, or finding a video at home, getting moving might make your staycation that much better.

5. Have a spa day

Get into a steaming shower, paint your nails or put on a face mask. Taking care of yourself can help you feel physically and mentally better. Spa days can be as long or as short as you want.

6. Start a movie night

Make watching a movie a bigger deal. After setting up a comfortable space, get some food, drinks and popcorn to snack on. To take it up an extra notch, set up themed movie snacks. If the show involves the ocean, cook up some fish or add a side of Swedish Fish candies.

7. Do a paint night

Get some paper, pens, colored pencils, paint or even crayons to have a little fun at home. If you’re not sure what to paint, follow video tutorials to get moving. There are also usually local art classes that offer paint nights for yourself or with a date.

Staycation tips

Whether it’s with a group or by yourself, it may help to prepare or come up with rules for your upcoming staycation. Here is a compiled list of different ideas you could choose from.

• No phones allowed: Taking time away from social media, work messages and other apps gives you time and space to relax. You are on vacation and focused on the present moment.
• Set up a space in advance: Complete chores and decorate. When you’re on vacation, everything is set up for you when you arrive. It can be nice not to have to worry about getting stuff done or doing work when the vacation starts. Want room service? Set up a time for a food delivery for the next day or prep some food before you go to bed.
• Figure out what you, or others, need: A staycation will be useful if it actually relates to your needs. Have you been tired recently? Maybe planning some time for extra sleep or a spa day would help. Did your friend just go through a breakup? Maybe they need time to rant and watch some comedy.
• Recreate what you love about travel: Figure out what kind of experiences, feelings and changes you are looking for when you travel. Do you like to explore new cultures? It might be good to get or prepare foods from other parts of the world. Does your family like to be in nature? Maybe there is a local park by your house.
• Look forward to the staycation and reminisce about it after: Anticipation reduces stress and helps to excite you for the upcoming “trip.” Take some time to write down or take pictures of things you particularly enjoyed during the staycation. Hopefully that joy and relaxation will last beyond the vacation days.

Whatever you choose, make sure to have fun, relax and create some fun memories.

There is a need for proper planning for a smooth and enjoyable trip with kids. It emphasizes the need to consider destination, mode of transportation, accommodation, and child-friendly activities. Health precautions such as vaccinations, first-aid kits, and hygiene are highlighted. Flexibility in itinerary and accommodating kids’ moods are also crucial for a stress-free journey. Going on a trip with kids can be an exciting adventure, but it requires careful planning to ensure a smooth and enjoyable experience for everyone involved.

Anyone who has already been on trip(s) with kids will find this article refreshing and those who haven’t embarked on this special journey yet, can take cues.

Going on a trip with kids can be an exciting adventure, but it requires careful planning to ensure a smooth and enjoyable experience for everyone involved. Thoughtful preparation allows for anticipating their needs, selecting child-friendly accommodations, and organizing suitable activities.

Preplanning minimizes the stress of unexpected situations, promotes safety by addressing health concerns, and helps manage time effectively. Overall, meticulous planning ensures that the journey is not only comfortable and stress-free but also tailored to the unique needs and interests of the entire family.

What does proper planning include?

Start planning well in advance, considering the destination, mode of transportation, accommodation, and activities suitable for kids. Research family-friendly attractions and facilities at the destination. Create a comprehensive packing list, including essentials like clothes, toiletries, medications, and any special items your child may need. Pack snacks, entertainment (books, toys, electronics), and a first-aid kit. Opt for accommodations that cater to families, providing amenities like cribs, high chairs, and play areas. Consider renting a vacation home for added space and flexibility. If traveling long distances, plan regular breaks to allow kids to stretch, use the restroom, and burn off energy. Consider the travel time when scheduling flights or road trips to coincide with nap times or bedtime.

Pay attention to health

When traveling with kids, prioritize their health by ensuring vaccinations are up-to-date. Pack a well-stocked first-aid kit, including any necessary medications. Choose child-friendly accommodations with safety features, and childproof the environment if necessary. Practice good hygiene, encourage frequent handwashing, and carry hand sanitizers. Stay hydrated, provide healthy snacks, and accommodate any dietary restrictions. Protect against the sun with sunscreen and appropriate clothing. Be prepared for weather changes and carry suitable clothing. Plan for breaks during travel to allow kids to stretch and stay active. Familiarize yourself with local healthcare facilities and emergency contact information for a safe and worry-free trip.

Be flexible

While planning is essential, be flexible with your itinerary. Kids may have unpredictable needs or interests, so allow for spontaneous detours or breaks to accommodate their moods. Flexibility is key when traveling with kids. Be patient, stay positive, and embrace the unpredictability of family travel. Your attitude sets the tone for the entire trip. Allow for ample time in your schedule, as rushing can lead to stress for both adults and children. Factor in extra time for unexpected delays or spontaneous activities.