10 questions to ask when traveling for work

18 Mar 2021 · 8 MIN READ

Last updated: May 2026Quick summary: Before any work trip, know what expenses are covered, how to book, which receipts to keep, and how to request reimbursement. This guide answers the 10 most common questions so you can travel with confidence.
Are you traveling for work soon? This guide will help you make sure you know your company's travel requirements before you go on your business trip. Always make sure to read your company's travel policy. The HR travel policy for employees will state all the rules your company applies, and what is expected from you. Are you in charge of organizing work-related travel within your company? This guide will help you make sure you provide your employees with enough information regarding their most common questions. Keep reading to find out which they are.
At a glance: 10 questions to ask before traveling for work
  1. Which expenses are covered? Airfare, hotel, car rental, parking, Wi-Fi, and meals are typically covered; upgrades and personal extras are not.
  2. Can I make my own reservations? Check your travel policy—some companies allow self-booking, others use a travel manager or platform.
  3. What documents and receipts should I keep? Keep itemized receipts for all expenses; requirements vary by company.
  4. How do I request reimbursement? Most policies require expense reports within 30 days of returning.
  5. Who can I contact about the travel policy? Reach out to your travel manager or HR contact.
  6. What should I do in an emergency? Use the 24/7 emergency contact listed in your travel policy.
  7. How much can I spend on food? Most companies set a meal allowance—commonly $50–$75 per day.
  8. Can I extend my trip for personal travel? Most companies allow bleisure travel if you cover extra costs and get approval.
  9. Can I book first class or a room upgrade? Usually not covered, but you may pay the difference yourself.
  10. Can my spouse travel with me? Typically allowed, but you'll cover their expenses.

1. Which business travel expenses are covered and which are not?

Quick answer: Business travel expenses typically covered include airfare, hotel, car rental, parking, Wi-Fi, and meals. Upgrades, baggage fees, and personal extras are generally not covered.Being a business trip, your company should cover all the necessary travel expenses . However, it can be hard to figure out what is really a necessity and what not in each case. This is why it's so important that you are aware of what is included exactly and what not before your trip begins.Typically covered:
  • Airfare
  • Car rental
  • Parking
  • Hotel room reservations
  • Wi-Fi
  • Meals
Typically not covered:
  • Upgrades (seat, room, or car)
  • Baggage fees
  • Personal extras

2. Can I make my own travel reservations for a business trip?

Quick answer: It depends on your company—some allow self-booking, others require using a travel manager or booking platform.Companies have different procedures for business travel bookings . Some companies give absolute freedom (and responsibility) to their employees. Others rely entirely on a business travel agency or a travel manager within the company. Today, it's more and more common to use a corporate travel booking platform, such as Perk .If you would like to make your own bookings, always check your company's corporate travel policy first. If you can't find the answer, or if you'd like to request an exception, always ask the person in charge.

3. What documents and receipts should I keep for work travel?

Quick answer: Keep itemized receipts for all expenses. Requirements vary, so check your policy for specifics on receipt type and details.This is one of the things you definitely need to know like the back of your hand when you travel for business. Why? First of all, because it will determine if you get a refund for what you spend or not. It also means you will have to pay extra attention every time you pay for something. These are some key questions to ask:
  • What type of receipts will you need to request?
  • Do receipts need to include your company's details?
  • What other requirements do receipts need to comply with? For example, meal-related receipts may need to specify the meal was for one person only.
Make sure you're well informed and prepared before starting your trip. Ask any questions you may have beforehand. Sounds too complicated? Then it can be a good idea to take a checklist with you.
  • What type of receipts will you need to request?
  • Do receipts need to include your company’s details?
  • What other requirements do receipts need to comply with? For example, meal-related receipts may need to specify the meal was for one person only.
Make sure you’re well informed and prepared before starting your trip. Ask any questions you may have beforehand. Sounds too complicated? Then it can be a good idea to take a checklist with you.

4. How do I request reimbursement for business travel expenses?

Quick answer: Most corporate travel policies require expense reports to be submitted within 30 days of returning from a trip.Once you're back and have all the right receipts and documents with you, it's time to request a refund. How? Again, this will depend on your company's travel policy. Every corporate travel policy has a section that explains the reimbursement procedure.In some cases, you will have to send all your documents to the person in charge. In other cases, it all goes through a specific platform. Make sure you understand where, how, and when to send your documents.
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5. Who can I contact with questions about the company travel policy?

Quick answer: Contact your travel manager or HR representative—they know the policy best.It's very normal that, at some point, you have questions about the travel policy. The policy itself should explain who you can contact in case of any questions. Is it not clear who you can ask? Then ask HR for the contact person in charge of business travel. You may want to ask your questions to your supervisor, but remember: the policy can be complex, and no one knows it better than the person who is directly responsible for it.

6. What should I do in case of an emergency during a business trip?

Quick answer: Use the 24/7 emergency contact listed in your travel policy for incidents, delays, or last-minute changes.Sometimes travel plans change. You may have to report a serious incident, a delay, a last-minute cancellation, or ask an important question regarding your reservation. In these cases, there should always be a person or company that you can contact 24/7. This is usually explained in your business travel policy. Make sure to keep this emergency contact at hand during your entire trip.When you book your business trips with Perk, you can contact our helpful Customer Care team for assistance whenever you need it—24 hours a day, 7 days a week, 365 days a year. We target a 1-minute response time.

7. How much can I spend on food during a business trip?

Quick answer: Most companies set a meal allowance—a daily spending cap, commonly $50–$75 per day. According to the IRS, the standard meal per diem rate for U.S. domestic travel is updated annually.You will need to pay for different meals during your business trip, so this is something you should check carefully beforehand. Your company will cover meal costs, but there's usually a meal allowance amount (make sure you have a quick look at your company's meal reimbursement policy for employees ). Check your company's travel policy to confirm how much you can spend on food.

8. Can I extend a business trip for personal travel?

Quick answer: Most companies allow bleisure travel—combining business and leisure—if you cover extra costs and get approval in advance.One of the perks of traveling for work is that you get to visit new places. Imagine you travel to New York. Once the job's done, you would like to stay a few extra days to explore the city. Is this possible? Companies can have different approaches to this.Bleisure travel means extending a work trip for personal time. Most companies will allow you to stay longer. Typically, they will ask you to take care of any extra expenses deriving from this. In any case, always ask for approval from your supervisor and/or the person in charge of travel beforehand.

9. Can I book first class or a room upgrade on a business trip?

Quick answer: Most companies don't cover upgrades, but you may be able to pay the difference yourself if you get approval.If you would like to fly first class, get a room upgrade, or even a car upgrade, the first thing to do is check your business travel policy . Most companies don't cover these costs. In case yours doesn't but you would like to cover the difference, you can always ask.

10. Can my spouse or partner travel with me on a business trip?

Quick answer: Usually allowed, but you'll cover their expenses. Check your travel policy or ask the person in charge.Business travelers sometimes ask if they are allowed to travel with their spouses. This can be the case especially if it's a long business trip, or if they would like to extend their trip for leisure. Some companies specify this in their travel policy. Usually, companies don't cover the costs of spouses traveling with their employees on a business trip. If you checked the policy but can't find the answer to this, then ask the person in charge.
Are you in charge of your company’s travel policy?
Take a look at our travel policy template. Download it, customize it, and make business travel easier for your employees (and for you!).
Business travel involves a wide range of situations and travel experiences. It also involves a part of the company's budget, which is why it needs to be correctly reported.Business travel policies are available to all employees to read. It's the employees' responsibility to read them carefully before traveling. If you have doubts, find out who the travel manager in your company is and contact them to clarify your doubts.

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