On a business trip? Mind your expenses

If you're in a formal suit and dragging your laptop around a beach resort hotel, you can easily be identified as one of those business travellers whose schedule replaces sunbathing with meetings or perhaps attending a seminar or a conference.

In most cases, you're leaving your family behind and making long distance calls just to say hello fills even the few moments between the meetings. The result is that even when your trip is a total professional success, it hardly lacks emotional and professional stress. Additionally, it can easily make your credit card statement longer.

First of all, it makes a big difference whether you're travelling for your own small business, sent by your company or invited by a client. In the first case only, the whole responsibility of expense control falls on you. You, or your assistant, need to negotiate almost everything from flights, accommodation to transportation and meals.

If other staff members will be accompanying you, you will need to be clear and strict about what is paid and what isn't. While individuals are rarely asked to pay for business-related flights and accommodation, there are many other bills that will need to be taken care of. For example, what about transportation, meals and other hotel services such as laundry, internet service and phone calls?

"Hands-off hotel mini-bars, the company won't be paying for your miscellaneous room charges," you may find yourself forced to say. But it doesn't hurt as long as it is clear from the beginning. This will not only help you with your budget planning, but it will assist your employees who are enjoying a company-paid trip to plan their own expenses.

On the other hand, employees whose trips are sponsored by their employers need to make sure that they'll be able to get receipts or invoices for their expenses. They also have to understand what their company is willing to cover.

For example, would your employer pay for public transportation, a rental car, or a limousine? Use a mixture of your good common sense and common practice. But in all cases make sure that you try to live within your company's means.

Then try to be smart about other must-spent expenses such as personal phone calls, which you will have to pay for yourself. For example, avoid hotel phone calls which are usually overpriced. The same goes for mobile roaming services. If you will be staying for long enough, say a week, invest in buying a local prepaid mobile line, which is available in almost everywhere. It will give you the mobility you're looking for and keep you aware of how much you're spending on phone calls.

I can hardly think of any company which will pay for your laundry, therefore try to limit your laundry bill by packing enough clothes for the trip.

Finally, if you're thinking of each business trip as an opportunity for shopping and sightseeing, you may need to rethink your approach which can easily lead to overspending on unnecessary souvenirs, gifts and longer stays. This doesn't mean if you're sent to Tokyo, for example, you shouldn't take the time to look around. But be sure you draw a financial line, which you can afford, between business and pleasure.