The Super-Efficient Way to Handle Your Travel Reimbursement Claims

Jeremy Francis

December 7th, 2018 finance   travel management  

Travel reimbursement can sometimes be an overlooked financial process in an organization, perhaps because it used to be a particularly time-consuming task. But the truth is, if the process is done right, it can yield profitable time and resource efficiencies for both employees and the business as a whole.

Here’s how to make sure that the travel reimbursement process in your organization is offering you the best value, regarding time, ease, and money.

What Is Travel Reimbursement?

Travel reimbursement is the way employers pay their employees back for expenses they have incurred during business-related travel. Such expenses can range from airfare, to mileage, event registration, parking, and meals. Depending on your travel policy, employees may need to pay for these first.

How Was Travel Reimbursement Managed in the Past?

In the past, this reimbursement process was often laborious and time consuming for all involved. Let’s have a look at the different steps of this manual process.

Requesting Reimbursement

The employee would likely have to fill out a paper form by hand, completing full details of the type of travel reimbursement being sought, the reasons for it, and a total cost breakdown, along with attaching all the paper receipts in an envelope or stapled to the back of the form.

Approving Reimbursement

This form would then be handed to their line manager, along with all those receipts, for the line manager to authorize.

Requesting Payment

The authorized form would be sent to the finance team for payment.

Approving Payment

The payment would be approved and wired by the finance team. Finally, the employee receives the payment.

What Are the Drawbacks of This Process?

This type of manual process in a travel expense system was prone to a number of potential issues, one of the biggest being the fact that the reimbursement crossed a number of hands before its eventual payment to the employee.

Employees relied on their manager to approve the claim quickly. Subsequently, they were bound to strict payment and processing rules, which often caused delays and inevitable frustration.

The manual travel reimbursement process often resulted in errors, or a need to further clarifications between the three key parties within the process: the employee, the manager, and the finance team.

How Can Travel Reimbursement Be Made More Efficient?

Digitally automating the travel reimbursement process has become an increasingly popular way for businesses to handle what was once a manual process. Regardless of how the travel expense management process is done, it is important to both employees and the company alike. Here are some simple tips:

Make sure the workflow fits

Choosing an out-of-the-box travel reimbursement solution might seem like a good idea, but there may be significant differences in how you want to process reimbursements. Rather than buying a standalone solution, you should consider building your own workflow and form on a simple automation platform.

Keep it simple

Many automated solutions actually make the process more complex. More than automated, employees want easy, so don’t choose a solution that complicates things more.

Stick to the cloud

Cloud-based travel reimbursement handling is easier for organizations of all sizes. It allows users quick and easy access to the system, coupled with sophisticated data manipulation and analysis, thus, meeting the needs of all parties in the process.

Stuck With Paper-Based Travel Reimbursements?

Automate Your Travel Request Workflow Now.

Benefits of Automating Travel Reimbursements

By automating the travel reimbursement process, you can experience these benefits:

  • Faster, on-the-go processing
  • Fewer errors or requests for more information
  • Immediate insight into the state of every request
  • Analytics on how long the process usually takes
  • Clearer sharing of travel policies and approvals

Travel Reimbursement With KiSSFLOW

KiSSFLOW offers organizations robust yet simple solutions to overcome obstacles in their travel reimbursement processes. The Travel Reimbursement App gives employees and managers the opportunity to make and authorize claims on the move, and its built-in system formulas mean that the number of fields that need to be manually completed is minimized, leading to quicker and more accurate processing.

The system offers substantial flexibility to add customizable features that suit the needs of the business. For example, workflows can be adjusted to add in supervisor approvals over an absolute monetary value or auto-approvals for lower amounts. It is also straightforward to add or change permissions to the app, to ensure that the system is customized to each user, adding to the simplicity and ease of the process even further.

Here’s a look at how easy it is to create:

Conclusion

Using digital technology to automate travel reimbursement has the potential to add innovation and ease to a process often regarded as complicated, time-consuming, and monotonous. KiSSFLOW offers organizations a clear and straightforward solution to their travel reimbursement processes, with a user-friendly format and a range of high-tech, customizable features for the benefit of all users.