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How to Stay on Top of Travel Expenses

November 7, 2017 | Virginia limousine service | Randy Allen

It’s one of those jobs that is always tempting to avoid – the dreaded filing of travel expenses. You may have had a productive business trip, but you are so busy during your time away and once you return that expenses are the first task that gets pushed to the bottom of the to-do pile. Make sure you get on top of the job and never wait until the final deadline again with our top tips for managing travel expenses efficiently.

 

Use an app to help you

Why do all the hard work yourself when there is a range of apps available to take some of the stress out of organizing your business travel expenses? The most popular on the market, Expensify, now has over 4 million users worldwide and allows you to record, report and submit expenses automatically and even import credit card data. Just scan in your receipts and the app does the rest so you can get on with more important tasks.

 

Be clear about what’s covered

Whenever you travel for work it is essential to clearly understand what expenses will be covered by your business and what won’t. Perhaps it’s been some time since you travelled for work and your company regulations have changed, or maybe you have not travelled before at all – either way it is especially important that you establish a clear outline of what (and how) each expense is covered. For example, does your business offer a daily allowance to allocate and spend as you need, or do you get a specific budget to spend on hotel, food, drinks, transport, and entertaining clients? If you own your business make sure you set yourself a strict budget for these sorts of expenses so your spending doesn’t run away with you.

 

Don’t go overboard

For example, your company may have given you a certain budget for mealtimes but that doesn’t mean you have to max it out each time you go out eat. Whichever pot of money it comes from, this is still expenditure and although you should be able to have a few good meals, if you spend your maximum budget allowance at every single mealtime it can start to look suspicious or unnecessary. Try to reign in your spending occasionally so that your managers don’t start to wonder if you’re only doing the job for the perks.

 

Be organized

As much as it might be a struggle when you’ve had a busy trip and tiring travel, make sure you try to organize and file your expenses as soon as possible once you return. This will make it much easier to note down reasons for any discrepancies or justification for overspend, as the trip will be fresh in your mind. Coming back to this task a month after your trip can be a real challenge and could well make the process even more time consuming.

At James Limousine we work with your transport expense budget to ensure that our Virginia car service is both luxurious and affordable. Whatever your business requirements, whether you need to be chauffeured to a conference or are entertaining clients for an evening out on the town, we offer a high-end, friendly and professional service to suit your needs.

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Nathaniel G. (Chauffeur)

Born and raised in Petersburg, VA, Nate and has two sisters and a brother. Nate is married, with two sons and a daughter and is the grandfather of three grandsons. He retired from Phillip Morris & has been driving for over 20 years. In his younger years, he was a motorcycle tricks rider and racer, but while adventurous, he always put safety first. Currently, he now enjoys relaxing with family and friends, listening to music and at times playing games. Nate is passionate, caring and an all-around loving guy! When you’re riding with him, know you’re in good hands, because you’re in caring hands!

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Tripp H. (Chauffeur)

As a Richmond native, Tripp’s career includes 25 years in the moving & storage industry and as a Virginia Realtor since 1999. Tripp’s loves are his daughter, son and 3 beautiful granddaughters! He enjoys time with family and friends, church, sports, the outdoors, concerts, meeting people, and exercise. Tripp has always strived to provide a quality service to his clients, so joining the JL Team made perfect sense.

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Victor C. (Chauffeur)

Vic has been a professional chauffeur for over 16 years. He began his driving career in Denver, Colorado and then worked in Nashville, Tennessee before moving to Richmond, Virginia. He has lived in the Richmond area since 2010. When not working, he loves to spend time with his wife and son.

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Ernesto L. (Chauffer)

Ernesto has a Bachelors in Computer Science and over 25 years in the Transportation industry in Puerto Rico and Virginia. Outside of work, he is an avid car enthusiast and amateur circuit auto racer.

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Pat T. (Chauffeur)

Pat and his wife have been Chesterfield residents for over 40 years. They have 2 daughters and 2 grandchildren, but Pat is originally from Newport News. He attended Atlantic Christina College in Wilson, NC. During his early adult career he was a tennis coach at The Biltmore Forest Country Club in Asheville, NC and then coached tennis at Winthrop College, in Rock Hill, S.C.. When not driving he enjoys time with his family and following sports, particularly, football and baseball.

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Sam W. (Chauffeur)

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Born and raised in Charlottesville, Sam moved to Richmond in the mid-80’s for a computer programming job. He spent 30 years in the computer business and retired from the Federal Reserve in 2016. He and his wife live in Hanover where he enjoys playing with his dog Bandit and keeping up with his 3 grand-children. Through the years, Sam has had several part-time jobs outside of his computer work including concert security, massage therapist, and paramedic. He assisted in the delivery 2 babies which was the highlight of his paramedic career.

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Alan W. (Chauffeur)

Alan is from New York and had a 14-year US Army background serving as a heavy equipment operator. His wife, Annette, also served in the US Army for 12 years as a Nurse. Annette continues her nursing career to date as a civilian. They have 5 children and grandchildren. To relax, Alan enjoys reading novels, working out at the gym, boxing, and playing football and basketball. Alan came to James Limousine with 6 years of limousine driving experience that he gained in New York.

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Michael R. (Chauffeur)

Born in Washington, D.C., raised in Amelia, Virinia, Michael went to Longwood University and used to be a radio DJ. He lives in Chesterfield County, has three children and enjoys playing basketball with his son and riding dirt bikes with his twin daughters. Michael started working at James Limousine in 1997.

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Aaron B. (Chauffeur)

Aaron was born and raised in Richmond, VA and graduated from Potomac Senior High School in Woodbridge in 2011.
He has been a Chauffeur since 2018 shortly after returning to the Richmond area. As much as he likes to chauffeur, he also likes to go on long distance trips with family and friends. His favorite city to visit is Miami.

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Andrew H. (Chauffeur)

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Andrew joined the James Limousine Driving team in early 2019. In addition to driving, Andrew is an artist, photographer and recreational runner.

He has lived in Virginia his whole life, and loves living in Richmond. When he’s not driving, you can find him drawing or taking photographs, running, or spending time at the rivah.

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Kimberly H. (Chauffeur)

Kimberly was born, raised and still resides in Matthews, Virginia. Before joining the James Limousine Driving team in Spring 2019, Kimberly
previously worked for 20 years as a CNA in the Healthcare industry, primarily in long-term care and home health.

In her spare time, she enjoys spending quality time with her family, particularly her grandmother.

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Will M. (Chauffeur)

Will joined James Limousine as a driver in early 2019 and is a Richmond, Virginia native. When not driving, he produces commercial music, electronic music, and is a DJ.

Will studied Classical Bass at the University of Cincinnati College Conservatory of Music and enjoys also enjoy traveling, and yard work in his spare time. He recently got married in Australia.

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Denny K. (Chauffeur)

Denny grew up in the Richmond, Virginia area and served in the United States Air Force. He worked on fighter aircraft, and spent time in Florida, Alaska, Georgia, the middle east, and Okinawa, Japan. In his travels, he has held a 400-year-old treasure from a Spanish Galleon, flown in an F-15 Eagle, toured Viking cemeteries and Japanese feudal castles, and rode a Camel in Saudi Arabia.

He is married, and has three children and three grandchildren. He enjoys Civil War Reenacting, travelling with his wife, and easin’ on down the road in a shiny, black limousine.

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