Top tips for managing costs during business travel

For many professionals, the lure of business travel comes with a wealth of opportunities, networking, and the thrill of new experiences. However, as any seasoned traveller can attest, the journey often presents significant financial hurdles that can dampen the excitement of embarking on their journey. According to the recent SAP Concur Global Business Traveller Report, a staggering 42% of business travellers cite the need to pay out-of-pocket and wait for reimbursement as one of their top frustrations. This financial pressure often leads to stress that lingers long after the trip has ended, hampering productivity and peace of mind.

So, what are the most common pitfalls that arise during corporate travel, and how can they be navigated to enhance the experience? Here are a few vital insights drawn from industry experts.

The credit card conundrum

Imagine landing in a new country after three exhausting flights, only to discover that your corporate credit card has been declined at the hotel check-in. This scenario is all too familiar for travellers who face unexpected holds on their cards from car rental companies or accommodations. In South Africa, small and medium enterprises (SMEs) often expect their employees to cover substantial costs upfront, leading to further complications.

Herman Heunes, General Manager at Corporate Traveller, highlights the solution: “Credit facilities with your travel management company alleviate the burden of direct payments for each transaction.” With consolidated invoicing and a billback facility, travellers can focus on their work, not on playing “credit card roulette.”

The cash-only reality check

Despite the widespread acceptance of credit cards, many destinations, particularly in Africa, still favour cash transactions. “Card acceptance can be limited, especially among smaller vendors or taxi services,” explains Rategang Moroke, Operations Manager at Corporate Traveller. When cash is necessary, travellers might be forced to use international electronic transfers, which can take days to clear. This requires travellers to be aware of backup plans to prevent cash flow issues during their trips.

Currency fluctuations disrupt budgets

Arriving at your destination to find your carefully planned budget impacted by sudden exchange rate changes can be disheartening. One day, your planned R500 dinner morphs into R700 thanks to a volatile currency market. While travel management companies like Corporate Traveller typically book flights and stays in South African rands to mitigate this risk, unexpected expenses can still arise.

Moroke emphasises the necessity of incorporating realistic currency buffers of at least 10-15% into trip budgets to accommodate these fluctuations, especially for SMEs operating on tight margins.

Death by a thousand receipts

Ask any frequent flyer about their most dreaded post-trip task, and the answer will likely be: sorting through a jumble of crumpled receipts. Manual reconciliation is a time-consuming process and, for many, it raises anxiety levels. “For clients using expense management systems, receipt management is largely automated, allowing for immediate upload via mobile apps,” says Moroke. Unfortunately, many still manually submit their costs, leading to delays and increased frustration.

Bridging the ‘approved budget’ gap

Frequent travellers are all too familiar with the conversation that follows unplanned expenses, like opting for the last available hotel suite or an unexpected menu upgrade at a client dinner. Instantly, your R800 meal turns into a R1,200 bill, leading to sticky conversations upon return. To address out-of-policy spending, travel policies, pre-trip approvals, and transparent reporting are essential. “Exceptions are flagged and discussed with clients,” explains Heunes, adding that persistent non-compliance can lead to disciplinary measures from compliance teams.

How to prepare for seamless travel

Before embarking on your next business trip, consider the following tips to navigate financial hurdles effectively:

• Arrange payment options that eliminate the need for significant personal deposits.
• Download and test receipt management apps.
• Build realistic currency buffers of +10–15% into your budget.
• Familiarise yourself with your company’s travel policy to avoid last-minute surprises.

While on the road:

• Photograph all receipts immediately to prevent fading.
• Keep detailed notes of any unusual expenses encountered during your journey.