Understanding travel expenses for job seekers and interns is key when stepping into the professional world. Whether you’re attending a conference, a career fair, or relocating for a temporary assignment, it’s crucial to know what counts as a reimbursable expense—and how to manage it smartly.
Let’s break it down in a way that’s modern, practical, and easy to apply, especially if you’re early in your career.
What Are Travel Expenses?
Travel expenses are costs you incur while traveling for work-related reasons. These include:
- Lodging or hotel stays
- Flights and ground transportation (like taxis or rideshares)
- Meals and tips
- Mileage for personal car use
- Room service and incidental fees
Depending on your company’s travel policy, less obvious items—like dry cleaning or even gym access—might also be covered, especially during extended trips.
Long-Term Assignments: What to Expect
If you’re on a long-term assignment in another city, your employer may provide housing and occasionally allow visits from family members. These perks are designed to boost morale and reduce the stress of being away from home. Always review your company’s travel policy to know what’s allowed.
Entertainment and Airline Miles
Client entertainment—like meals or outings—may be reimbursable, but there are usually limits. Some companies let employees keep the airline miles they earn on business trips, while others use them for future business travel. Know your company’s stance.
How Employers Cover Travel Costs
Here are the three main ways companies handle travel payments:
1. Company Credit Cards
Employees charge work-related expenses directly to a company card. Even then, receipts and reports are usually required.
2. Cash Reimbursement
If no credit card is provided, you’ll pay upfront and get reimbursed later. Keep all receipts and fill out an expense report after your trip.
3. Per Diem
Some employers offer a daily travel allowance. You’re responsible for managing meals, transportation, and incidentals within that budget. If you spend less, you often get to keep the difference.
Stay Informed and Save Yourself Trouble
As a job seeker or new employee, it’s your responsibility to stay updated on your employer’s travel expense policies. Submitting late or ineligible expenses can result in delays or no reimbursement at all. Always ask HR or your manager if you’re unsure.
Entering the workforce or starting an internship? Make travel smoother by knowing your rights and responsibilities. For more practical job tips and workplace guides, check out our full blog series tailored to help you succeed.