What Qualifies Business Travel Expenses?

By Michael Ferguson

Business travel expenses are costs that a company incurs when an employee travels for work-related purposes. This could involve traveling to a different location for a meeting, attending a seminar, or visiting a client.

To qualify as a business travel expense, the trip must be related to work activities and the costs must be reasonable.

When it comes to determining what qualifies as a valid business travel expense, there are several factors to consider. The first is the purpose of the trip.

It should be clear that the purpose is in relation to work activities and not for personal reasons. Secondly, the cost of the trip should be reasonable. Expenses such as meals, accommodations and transportation should adhere to any set policies or regulations of the organization.

It is important that expenses are documented properly in order for them to be considered valid business travel expenses. Employees should keep all receipts and provide them when filing an expense report so that they can be reimbursed by their employer if needed. Any additional items purchased outside of what was pre-approved should also include supporting documentation so that they can be properly reviewed.

Another factor that needs to be taken into consideration is whether or not the traveler is taking advantage of any discounts available such as airline loyalty programs or corporate rates at hotels and other establishments. These discounts can help cut down on costs, making it easier for businesses to justify spending money on travel.


Business travel expenses must meet certain criteria in order to qualify for reimbursement from employers. The trip must pertain to work-related activities and all costs must adhere to policy guidelines set by the organization. Additionally, proper documentation of expenses should always be provided in order for them to be considered valid.