Travel payments cheet sheet checklist
Pre-Travel Authorization
- Review the company's travel policy document.
- Check for eligibility criteria for travel.
- Ensure compliance with any spending limits.
- Identify required documentation for travel requests.
- Identify the approvers based on company hierarchy.
- Submit travel request form to the designated approvers.
- Follow up for any required additional information.
- Keep records of all communications regarding approvals.
- Review the departmental budget for travel expenses.
- Ensure that funds are available for the proposed trip.
- Consult with the finance department if needed.
- Document budget confirmation for future reference.
- Identify the primary reason for travel.
- Consult with stakeholders for their input.
- Determine if the travel aligns with company goals.
- Document the expected outcomes of the trip.
- Research various transportation and accommodation options.
- Compare prices and services to identify the best deals.
- Consider alternative travel dates for potential savings.
- Assess any discounts or partnerships available.
- Consult departmental policies on travel.
- Identify any project-specific requirements for travel.
- Ensure that guidelines align with overall company policies.
- Document any unique considerations for this travel.
- Outline the reporting requirements after the trip.
- Discuss the debriefing process with the traveler.
- Set deadlines for submitting reports or feedback.
- Document the expectations clearly for the traveler.
- Provide the traveler with a copy of the travel policy.
- Discuss key guidelines and expectations in detail.
- Encourage questions to clarify any uncertainties.
- Ensure the traveler acknowledges understanding of policies.
- Identify potential risks that may impact travel.
- Develop a plan for rebooking or canceling travel.
- Communicate the contingency plan to the traveler.
- Document the plan for reference during travel.
Travel Booking
- Research travel options based on budget and preferences.
- Select the most suitable transportation method.
- Ensure travel dates align with the traveler's schedule.
- Complete the booking and obtain confirmation details.
- Send confirmation to the traveler for their records.
- Identify preferred hotel locations based on travel itinerary.
- Check availability and compare rates.
- Book the selected accommodation and secure confirmation.
- Review cancellation policies and amenities offered.
- Share booking details with the traveler promptly.
- Compile all travel details including transportation and accommodation.
- Verify that the itinerary meets the traveler's expectations.
- Discuss any additional needs the traveler may have.
- Send the final itinerary to the traveler for approval.
- Make adjustments if necessary based on feedback.
Expense Reporting
Receipt Collection
- Gather physical or digital copies of all relevant receipts.
- Ensure receipts cover all travel-related expenses.
- Organize receipts by category: transportation, lodging, and meals.
- Keep receipts in a designated folder or digital file.
- Check that each receipt lists individual items purchased.
- Confirm that receipts display the date of the transaction.
- Look for any missing details that may affect reimbursement.
- Request reprints for any receipts that lack itemization or date.
- Cross-check each receipt against the submitted expense report.
- Ensure amounts on receipts align with claimed expenses.
- Identify any discrepancies and resolve them promptly.
- Document any adjustments made for accurate record-keeping.
Payment Processing
Post-Travel Review
Record Keeping
- Organize documents by date and type.
- Create a dedicated folder for travel documents.
- Label each document clearly for easy identification.
- Store both digital and physical copies securely.
- Ensure all documents are signed where necessary.
- Enter expenses into the accounting software promptly.
- Categorize expenses by type (transportation, lodging, meals).
- Cross-reference entries with submitted receipts.
- Verify totals against travel budget allocations.
- Review for accuracy before final submission.
- Review internal audit guidelines regularly.
- Maintain documentation for all travel-related transactions.
- Conduct periodic checks for compliance adherence.
- Report any discrepancies to management immediately.
- Prepare for potential audits by organizing records.
Use in Manifestly