Sloppy, slapdash expense reports are bad news. They take hours to complete and, chances are, you’ll remember too late about that $35 you forgot to claim.
It doesn’t have to be that way. Documentation, organization and a little daily discipline go a long way to streamlining reports—and ensuring that you receive reimbursement for every penny you spend.

Whether you are traveling on business for the first time—or the hundredth—these tips will take the headaches—and mistakes—out of expense reports.

Know what your company will reimburse.
How: Ask for a copy of the company’s travel policy. Or, ask specific questions:

• What is not covered?
• What size tip is reimbursable?
• Will you be reimbursed for alcohol without meals, or with meals?
• How should you document cash expenses for which you do not receive a receipt, such as sodas or snacks from street vendors?
• Will the company reimburse for a taxi from the airport, or only an airport shuttle?
• What is the maximum tip for hotel housekeeping? Bellmen? Bag checks? Remember, you can always tip less for bad service. And, you can tip more—not reimbursable--for someone who goes out of their way to help you. An extra dollar here or there is a cheap way to make someone’s day.

Document all of your expenses with receipts..
How: Make a habit of always asking for a receipt. Start practicing the new habit now. If you don’t have a receipt, you may not be able to get reimbursed for the expense

Keep your receipts together.
How: Carry an envelope in your pocket or bag and put the receipts in the envelope as you collect them. Having your receipts in one place ensures you won’t forget to include any on your expense report.

Track expenses for which you do not receive receipt.
How: On the same envelope you use to store receipts, write the date, purpose, and amount spent. Be sure you have permission to request reimbursement for undocumented expenses, for example, tips for housekeeping staff or cash spent on small items (sodas from a machine, lunch from a street vendor).

Update your expense report each day.
How: Take a copy of the company’s expense report form with you to the conference. Set aside 5 or 10 minutes each day to fill in the day’s expenses and compare them against receipts and notes. Do you have documentation for all of your expenses?
This working draft will help you finalize the report quickly when you return from the conference—and it will remind you to collect those receipts!