Guest Travel
Guest travel refers to business-related travel expenses for non-employees, such as clients, candidates, or contractors, managed through the expense system by internal employees. The platform supports guest profiles for submitting and tracking expenses, with specific policies controlling costs via spending limits or pre-approvals. Expenses can be reimbursed directly or through host employees, and reports separate guest-related costs for auditing. Customizable categories restrict claimable expenses, ensuring compliance. This approach enhances cost attribution, supports project tracking, and maintains transparency in managing external traveler expenses.
Frequently Asked Questions:
What is guest travel in expense management?
Guest travel refers to business-related travel booked or reimbursed for non-employees such as clients, job candidates, consultants, or contractors.
Can expenses for guests be submitted through the platform?
Yes. Our platform supports guest profiles, allowing internal employees to submit and manage expenses on their behalf.
How do you control costs for guest travel?
Admins can set specific policies for guest travel, such as spending limits, allowable vendors, and pre-approval requirements to ensure costs stay under control.
Can guests be reimbursed directly?
Yes. Depending on your setup, guests can either be reimbursed directly via bank transfer or have their expenses paid by a host employee and reimbursed internally.
Is it possible to create guest travel reports separately?
Absolutely. You can filter and generate reports specifically for guest-related expenses, making them easy to audit and track.
Can we restrict the categories guests can claim under?
Yes. You can create guest-specific policies that limit reimbursable categories like only allowing travel, lodging, and meals, while excluding perks or gifts.
Are guest travelers visible in the approval workflow?
Yes. Guest expenses are labeled clearly in the approval dashboard, so managers know who the claim is for and can approve it accordingly.
Is guest travel linked to project or event codes?
Definitely. You can associate guest travel expenses with specific projects, campaigns, or event codes for better cost attribution and analysis.
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