Traveller Archives

Smart strategies for getting more from your per diem allowance

Is travelling for work a big part of your job? If so, you’ll know that managing your per diem allowance effectively is key to keeping your expenses in check without sacrificing the quality of your trip. Per diem allowances are designed to cover the costs of meals, accommodation and incidental expenses while you’re away from home. But with a bit of strategic planning and some savvy choices, you can get much more out of your allowance than you might expect. This blog will guide you through various techniques to stretch your per diem further, helping you make every penny count. Whether it’s choosing the proper meals or finding cost-effective travel options, these strategies are about maximising value while maintaining comfort and efficiency while on the road. Understanding your per diem allowance What is a per diem allowance? In a nutshell, it’s a daily amount allocated to employees to cover expenses incurred while travelling for work. This fixed sum is meant to simplify budget management for both the employer and employee by eliminating the need to keep detailed records of every expense. Typically, a per diem covers meals, accommodation and incidental costs such as tips and parking fees. But why does it only cover certain expenses? The main goal is to simplify expense reporting and reimbursements. By only covering the essentials, per diem allowances cut down on the hassle of approving and checking every single expense. This approach makes accounting easier and lets employees concentrate on their jobs instead of worrying about every little cost. Knowing what your per diem allowance covers is crucial to managing your travel budget effectively. It helps you plan how to allocate funds for different aspects of your trip, so you can make the most of your allowance without having to dip into your own pocket. Making the most of your accommodation allowance When it comes to business travel, where you stay can make a significant difference to both your comfort and your budget. To get the most out of your accommodation allowance, here are some tips to keep in mind: Choose your location wisely Staying in a central location might seem more expensive initially, but it can save you money on transportation costs to and from various points of interest. It also makes things much more convenient, which comes in handy when you have a busy schedule. Look for value-added amenities Hotels that offer complimentary breakfast, Wi-Fi or access to a business centre can provide significant savings. These sorts of amenities don’t just enhance your stay they help you dodge those extra charges that can eat into your per diem. Utilise corporate discounts and loyalty programmes Many accommodation providers offer special rates for business travellers or rewards for loyalty. These can lead to better room rates and other perks like room upgrades or late check-out options, stretching your per diem further. Maximising your meal allowance Food expenses can quickly add up, especially when you’re in an unfamiliar location. To make the most of your meal allowance per diem, consider these strategies: Set a daily budget Divide your meal allowance by the number of meals you plan to have each day. This simple calculation helps you stay within your per diem and avoid overspending on any single meal. Choose accommodation with kitchen facilities Booking a hotel room or self-catering property with a kitchen allows you to prepare some of your own meals, significantly cutting costs. Opt for combo meals or specials Many restaurants offer lunch specials or combo meals that are less expensive than ordering items à la carte. These are a great way to enjoy a full meal without going over your budget. Saving on mileage and transportation Transportation costs can vary widely depending on the location and the length of your trip. To keep these costs in check, here are some practical approaches you can take: Understand mileage allowances If you’re using your own vehicle, make sure you know the current mileage claim rates. This knowledge will help you calculate the cost of travel more accurately and claim back the appropriate amounts. Use public transportation In many cities, public transportation is not only more affordable it’s more efficient, too. Investing in a day or week pass can be a great deal cheaper than paying for taxis or car rentals. Plan your travel routes efficiently If you need to travel to multiple locations, plan your routes to minimise backtracking and unnecessary detours. This planning can save both time and money. Top money-saving tips when travelling for work While managing your per diem allowances for food, accommodation and travel is crucial, there are other things you can do to achieve even more efficiency and savings on business trips. Pre-plan your entire trip Having a detailed itinerary before you leave reduces the likelihood of unforeseen expenses and helps you identify potential savings opportunities in advance. This could include booking all your meetings in a single location or identifying days when you can work remotely to save on transport. Take advantage of travel rewards Enroll in frequent flyer programs and collect points for flights and hotel stays. These rewards can be redeemed for upgrades, free nights or even future free flights, which can substantially lower the cost of business travel over time. Keep digital records of receipts Maintaining a digital log of receipts can make it easier to track spending and make sure you’re fully utilising your per diem without going over. Modern smartphone apps like Roomex store these receipts and can even help categorise and analyse your spending patterns. Stay connected for free Avoid costly data roaming charges by planning ahead. Check if your hotel offers free Wi-Fi, and if not, consider purchasing a local SIM card for data. Many cafés and public spaces also offer free internet access, which can be a real boon when you need to work on the go. Schedule meetings strategically If possible, schedule multiple business meetings in a single day to minimise stays…

How to stay safe and healthy when travelling for business

Business travel can be rewarding, demanding, tiring and rejuvenating in equal measure. While it’s a chance to explore new places, meet new people and do important business, it also comes with the responsibility of maintaining your health and safety away from home. Whether you’re a seasoned business traveller or embarking on your first work trip, prioritising your well-being is essential.

5 essential business outfit tips for all occasions

Business trips can often require a lot of preparation, especially if you’re attending important meetings or giving presentations. And packing the right outfits to maximise precious suitcase space can feel just as daunting as your agenda. Each piece of your wardrobe needs to serve a purpose, adapting to varied settings like boardrooms or business dinners. Fortunately, you don’t need to be a fashion guru to pick out the perfect combination of outfits that prepare you for any setting. From after-work dinner apparel to casual travel outfits, our list of travel clothes ideas will make sure your vibe is all dress and no stress. Dressing for your destination Deciding what to wear for travelling can be a real headache. But before you think about what you’re packing, consider where you’re going. The climate in your destination is going to have a big influence over what ends up in your suitcase. Whether you’re heading to a sun-drenched city or somewhere on the frosty side, you’ll need outfits that combine comfort with professionalism. Hot locations Choose light and breathable fabrics like cotton, linen and light wool blends Opt for pale colours that help to reflect sunlight Remember to pack an extra layer for chilly air-conditioned spaces Cold locations Invest in a good-quality coat or jacket that provides plenty of warmth. Materials like wool, down and insulated synthetics are the ones to go for here. Think carefully about how to layer. Start with a moisture-wicking base layer, add a shirt or blouse and then a sweatshirt or cardigan over the top. Scarves, gloves and hats make for stylish yet functional accessories. 1. The sharp suit a safe staple for professional settings A smart suit is a must-have in any business traveller’s wardrobe. Navy and charcoal are your best bets, since they work for almost any situation and never go out of style. Darker shades will also help to hide away any little mishaps like coffee stains or wrinkles. When picking out your suit, try and go for natural fabrics like wool blends, which are known for their durability and wrinkle resistance. This way, you’ll look polished straight out of your suitcase and won’t have to spend precious downtime ironing. You should also think again about the climate of your destination: lighter materials work well in warmer climates, while thicker wools are suited for cooler temperatures. This outfit is perfect for: Client meetings: Exude professionalism and show you mean business, leaving clients with a lasting impression. Networking events: Your suit does the talking before you do, making sure you stand out while you mix and mingle with the crowd. Business dinners: Dress to impress with a look that’s both smart and inviting perfect for socialising after hours. Award ceremonies: Look sharp and feel confident in a suit that makes a memorable impression as you accept your accolades. Important presentations: Command the room with confidence. A sharp suit boosts your presence while adding an extra layer of authority to your delivery. 2. The versatile blazer combo perfect for day-to-night transitions An all-purpose blazer is indispensable for those moments when your business itinerary shifts from daytime workshops to evening socials. Pairing one with chinos or dark jeans strikes a good balance between formal and casual, making it suitable for both professional and relaxed settings. Go for a neutral colour like navy, black or grey to give you more pairing options. Just like with our sharp suit, a lightweight, crease-resistant fabric keeps your look fresh throughout the day. For a touch of flair, accessorise with a stylish watch or a subtle pocket square, depending on the occasion. This outfit is perfect for: Casual business meetings: Where a full suit isn’t necessary, but a touch of professionalism is. Conferences: For a smart yet approachable look. After-work drinks: Easily transition into evening social events. Impromptu client interactions: Always be prepared for unexpected business opportunities. 3. Smart-casual mastery blending comfort with professionalism Travelling isn’t always a glamorous affair there’s a lot of waiting around and often plenty of walking. That’s where a smart-casual outfit can really come through for you. Comfy enough to get you through the airport hustle, a smart-casual outfit will keep you looking put-together when you reach your destination. A crisp polo or a relaxed button-down shirt paired with tailored khakis or dark jeans is the ideal combination. It’s stylish without being stuffy, and practical for a long day on the move. Don’t forget your feet! Pack some loafers or roomy trainers that can withstand hours of walking. As for the accessories, keep it simple: a smart watch and a sleek belt are all you need to tie the look together. This outfit is perfect for: Travel days: Look put-together even when you’re on the move. Informal meetings: Ideal for settings that call for a relaxed yet neat appearance. Site visits: Maintain comfort and style while you’re out and about. Casual dining: Suitable for less formal dinner arrangements. 4. The ultimate travel dress style that moves with you A wrap or sheath dress is best suited for travel. These styles are universally flattering and tend to be forgiving both in fit and care. Look for dresses made from wrinkle-resistant fabrics like blended polyester or jersey, which can endure long flights and transitions between different climates without the need for ironing. When choosing your dress’s colour and pattern, opt for darker shades such as navy, black or deep jewel tones. These colours not only travel well, hiding minor stains and wrinkles, but also transition effortlessly from daytime professional settings to evening events. Subtle patterns can add a bit of personality to your outfit without being overpowering, making them good options for both presentations and dinners. This outfit is perfect for: Conferences: Go for a look that’s comfy enough for all-day wear, but still polished and professional. Business lunches: Make a great impression with an outfit that’s sharp and stylish. Presentations: Own the stage with a confident, eye-catching appearance. Evening networking events:..

Five tips for getting late check-out at hotels

Hotel check-in and check-out times can feel restrictive how many times have you struggled to pack everything up in time for that fast-approaching 10 a.m. exit? But they’re there for a reason they give the hospitality industry time to turn rooms around in between guest stays. Before you can put your card in your hotel room door, it needs cleaning, a new set of bedsheets, toiletries refilling and fresh towels on the drying rack. It’s typical to be able to check in around 3 p.m. and check out somewhere between 10 a.m. and 12 p.m. the next morning this crucial three-to-five hour window before the next guests arrive enables the hotel staff to work their magic. But business meetings and train schedules rarely follow a hotel timetable. For workforce travellers like rail engineers and construction industry workers, late check-outs or early check-ins can provide valuable time to pack or prepare for meetings before heading out to on-site visits. Hotels aren’t obliged to give you late check-out or early check-in when you request it but they will when they can. Follow these tips and hopefully, you’ll get what you ask for. Ready to learn more? TL;DR Many hotels offer late check-outs and early check-ins, but policies vary. Late-night check-in hotels are the same. To improve your chances of being able to check in late at your hotel, request late check-outs in advance, join loyalty programs and make your request politely. Fees might apply, but you can often avoid them by planning ahead. Travelling for business on weekdays can also increase your chances of approval due to lower occupancy rates. Use business travel management software like Roomex, which simplifies business trip booking and confirms requests. Do hotels allow late check-outs? Hotels know that trains can leave late and that meetings can overrun. Remember, this is the hospitality business, so hotels are incentivised to help you out where they can. If that means letting you stay late to have a shower before you head home, they’ll usually try to accommodate you. Many business travel hotels allow late check-outs, but the policies can vary. Generally, late check-out means you can stay in your room past the standard check-out time, which is usually between 10 a.m. and 12 p.m.. Common late check-out times extend to 1 p.m. or 2 p.m.. Some hotels might offer later times, especially if they’re not fully booked. It’s often a good idea to ask about late check-out when booking or during check-in to confirm availability and any potential charges. What about early check-ins? Where do you go when your flight arrives first thing in the morning but your hotel doesn’t let you in until early afternoon? Early check-ins can be a lifesaver when you arrive at your destination ahead of schedule. Many hotels do offer early check-in, but availability often depends on room readiness. Standard check-in times are usually between 2 p.m. and 4 p.m., so if you arrive in the morning, you’ll usually need to wait unless the hotel can accommodate you. To improve your chances of an early check-in, it’s best to inform the hotel of your expected arrival time in advance. Can hotels charge for late check-in or check-out? Unfortunately, yes they can. Because, ultimately, they can be a bit of an inconvenience to the hotel. Charges typically apply if your request significantly extends your stay beyond standard times. For late check-outs, fees might be incurred if you stay past the usual check-out time of 11 a.m. or 12 p.m.. Similarly, late check-ins, especially after midnight, can sometimes attract additional charges or require prior notice because a member of staff needs to be on call to meet you. It’s not all doom and gloom though. If you want to avoid paying fees for late check-ins or check-outs here are a few things to try: Join a loyalty programme much like getting free upgrades on a flight, hotels are more likely to be lenient on fees for loyal customers. Plan ahead ask for late check-in or check-out when you book. Do your research book hotels for business travel that offer free flexible check-in and check-out times. How to ask for late check-out: five things you should know 1. Plan ahead If you can help it, don’t leave your late check-out request until the last minute. Getting organised and asking ahead for what you want is a key way to secure late check-out or flexible check-in times. Here are some points to consider: Make your request during booking: Always mention your need for a late check-out or check-in when you make your reservation. This gives the hotel advance notice and allows them to note your request in their system. Early requests are more likely to be accommodated if the hotel can plan their room availability accordingly. Check your confirmation emails: After booking, review your confirmation email to confirm your request for late check-out or check-in has been noted. If it’s not mentioned, contact the hotel directly to reiterate your request. Follow-up before arrival: A few days before your stay, call the hotel to confirm your late check-out or check-in request. This helps to remind them of your needs and verify that your request is still in their system. 2. Join hotel loyalty programmes Yes, those little cards hold some sway. Joining hotel loyalty programmes can significantly increase your chances of securing late check-out or check-in. Here’s why: Late check-outs are often membership perks: Hotel chain loyalty programmes provide valuable perks to frequent guests. These often include free late check-out, early check-in, room upgrades and other benefits that can make your stay more comfortable and convenient. Let’s take a look at some of the most popular loyalty schemes: Marriott Bonvoy® Elite Members, for example, can get guaranteed check-out as late as 4 p.m., depending on their membership level. For those on lower tiers, late check-out may be subject to availability. Crystal Hotels in London offer complimentary late check-out to Tier 1 and above..

Train travel for business: everything you need to know

Business train travel is becoming an increasingly popular way for today’s professionals to get from A to B. As companies prioritise budget management alongside comfort and convenience, a growing number is opting for rail over road and air travel. If you’ve ever considered trading in your frequent flyer miles for a railway pass, you’re in good company. Research carried out in the UK by Trainline, the digital rail platform, revealed that 80% of business travellers considered train travel to be a preferable mode of transportation and 45% believed their employers could do more to encourage the use of rail options. Travelling by train can lead to substantial financial savings and offers a unique work environment free from the usual travel distractions. In this article, we’ll cover the numerous benefits of train travel for business and how travel can actually be a productive extension of the working day. Why business travellers are leaning towards trains Opting for the train offers a unique combination of convenience, efficiency and benefits for managing group travel effectively. Let’s take a closer look at why trains are often the ideal mode of transportation for business trips: You can maximise your work time Trains are perfect for staying productive while you’re on the move. Unlike driving, where you have to focus on the road, or flying, where space and connectivity can be limited, trains offer comfortable seating with plenty of room for your laptop and often include free Wi-Fi. Providers like Chiltern Railways, LNER and Virgin Trains keep you connected and provide power outlets for your laptop or phone. This allows you to transform travel time into valuable work time as you prepare for upcoming meetings or catch up on tasks. It’s great for group travel If you’re heading out with a team, using the train simplifies everything. There’s no need to juggle multiple cars or stress over different arrival times. Everyone boards and alights together, giving you all a chance to collaborate or put the finishing touches to presentations during the journey. Additionally, group bookings often lead to extra savings. You can plan with confidence Trains usually have reliable schedules (apart from strike days and cases of adverse weather, of course), meaning you can plan meetings and events with precision. You know exactly when you’ll arrive and depart, which is crucial for busy schedules and coordinating activities after your arrival, such as dinners or follow-up meetings. It’s more convenient and often quicker, too Trains are often faster than driving and less hassle than flying, significantly reducing travel time. Here’s how a trip from London to Newcastle differs with each mode of transport: – By train: The journey by train typically takes around 3 hours on a direct route via services like LNER, which operate from London King’s Cross to Newcastle. – By car: Driving from London to Newcastle can take about 5 to 6 hours, depending on traffic conditions. – By air: A direct flight from London to Newcastle generally takes just over an hour. But when you factor in going through airport security, check-in, boarding and travel to and from the airport, the total travel time can be significantly longer. More comfort on longer journeys For long-distance travel, the comfort of trains often beats sitting behind the wheel. With plenty of room to stretch out and move around, trains provide welcoming comforts for those facing lengthy journeys. You can eat or enjoy a coffee in transit, meaning you’re more likely to arrive at your destination feeling refreshed and ready to jump straight into work or attend meetings. Plus, many train routes offer scenic views, which provide a much more soothing travel experience than staring at the motorway for miles on end. If you tend to get uncomfortable or anxious on long drives, trains also offer a stress-free alternative. You certainly won’t have to worry about traffic jams, poor road conditions or getting lost. You’ll reduce your environmental impact Choosing train travel aligns with the growing corporate responsibility to reduce carbon emissions. Trains are among the greenest modes of transport, which is particularly important considering the significant impact of business travel on a company’s carbon footprint. You’ll save money Train travel can be a more budget-friendly option compared to flying or long-distance car travel. With corporate discounts, such as season tickets or enterprise accounts, companies can enjoy even greater savings on travel expenses. Planning your business train trip Getting the most out of train travel for business starts with careful planning. These essential tips will help make your train journeys as easy and productive as possible: The early bird gets the best seats Snagging your train tickets in advance often leads to lower prices and a wider selection of seats. Booking early can also offer you more flexibility with your tickets, letting you change your plans without breaking the bank. TIP: If you need some peace and quiet, choose a solo seat or one in a quieter carriage. Many online booking systems show the layout of the train, so you can pick the perfect spot before you even get to the station. Travel in style For an optimal work setting, consider forking out a bit more on a business class seat. The extra legroom, comfier seats and occasional perks like complimentary food and drink can make a significant difference. Make use of tech tools Take advantage of corporate travel management tools and apps like Roomex. They can help you search for train options, handle your itinerary and make sure everything aligns with your company’s travel policy. Stay connected (or not) While many trains have Wi-Fi, connections can sometimes be spotty. It’s always a good idea to download important documents and emails beforehand, just in case you need to work offline. Pack like a pro Make sure to bring all your essential gadgets and chargers. And don’t forget a good pair of noise-cancelling headphones they can be a lifesaver when you’re trying to focus in a busy environment. How to stay productive..

10 must-have tech gadgets for business travellers

With countless gadgets on the market, it can be tricky to decide which ones are truly essential for the modern business traveller. We’ve curated a collection of 10 indispensable travel technology tools that will keep you connected, charged up and ready to deliver your next big idea at a moment’s notice. From smart gadgets that secure your belongings to portable projectors for impromptu presentations, these travel gadgets are designed to prepare you for anything. 1. High-speed portable Wi-Fi devices For business travellers, not having a reliable internet connection doesn’t bear thinking about. High-speed portable Wi-Fi devices ensure you can access the internet wherever your travels take you, without relying on unsecured public networks. These devices are small, user-friendly and establish a secure, private connection. This makes it easy to conduct video calls, access cloud-based tools and manage your workload from anywhere. Best overall: TP-Link M7650 Pros: Offers advanced 4G LTE speeds up to 600 Mbps, can connect up to 32 devices and has a long-lasting battery. Cons: More expensive than some other models and slightly larger in size due to its capabilities. Best budget option: TP-Link M7350 Pros: Affordable, provides decent speeds for up to 10 devices and easy to use. Cons: Not suitable for the fastest internet speeds and has limited range compared to newer models. 2. Smart luggage There’s no reason your luggage shouldn’t be as smart as well as stylish. Smart luggage comes equipped with features like GPS tracking, so you’ll always know where your belongings are. It also includes weight sensors to help avoid excess baggage fees and USB charging ports to keep your devices powered up during long layovers. Moreover, integrating technology such as Apple AirTags offers an extra layer of security, ensuring that even misplaced or stolen items can be traced. Best overall: Horizn Studios M5 Smart Luggage Pros: Stylish design, removable battery and comes with a built-in compression pad and laundry bag. Cons: Premium price. Best budget option: Kono Suitcase Pros: Affordable, includes a USB charging port and built-in TSA lock, lightweight and meets cabin size restrictions. Cons: A separate power bank is needed for USB charging. 3. Universal travel adapters A universal travel adapter is another indispensable piece of kit for the global business traveller. This handy gadget lets you charge up all your devices, no matter where in the world you find yourself. Choose one with multiple USB ports to charge several things at once, saving you time and keeping you juiced. Best overall: iBlockCube® Universal Travel AC Power Plug Adapter Pros: Provides worldwide compatibility with a built-in smart chip for fast charging, includes multiple USB ports and features surge protection. Cons: Slightly bulkier than other models and premium pricing compared to simpler adapters. Best budget option: Lencent Universal Travel Adapter Pros: Affordable, versatile plug options and includes USB ports for additional charging convenience. Cons: Lacks USB-C and the build quality is less robust than premium models. 4. Noise-cancelling headphones When you need to concentrate on work, enjoy your favourite tunes or simply relax in silence, a good pair of noise-cancelling headphones turn any busy airport lounge or train station into your very own peaceful retreat. They’re an essential item for anyone who wants to stay productive or zone out during hectic travel schedules. Best overall: Sony WH-1000XM4 Pros: Industry-leading noise cancellation, excellent sound quality and touch controls. Cons: Fairly pricey and can be warm on the ears over long periods. Best budget option: Soundcore Anker Q20 Pros: Budget-friendly, good battery life and decent noise cancellation. Cons: Sound quality not as refined as premium models and has a bulkier design than other models. 5. Portable power banks Never let a low battery ruin your day. A portable power bank is your best friend when you can’t find a charging socket. They come in all shapes, sizes and colours, with enough juice to power up a variety of devices. Smaller power banks may offer around 5,000 mAh (milliampere-hours) which are suitable for emergency phone charges. Larger ones can provide 20,000 mAh or more, capable of multiple charges or handling higher energy demands from tablets and laptops. Best overall: Anker PowerCore 20100 Pros: High capacity, fast charging and reliable. Cons: Heavy, bulky and has a slower than average recharging time. Best budget option: Juice 3 Charges Power Bank Pros: Compact and lightweight, offers enough power to charge a smartphone up to three times and comes in a variety of colours. Cons: Lower capacity compared to high-end models and slower charging for devices with large batteries. 6. E-readers If you like to catch up on your reading while travelling but don’t want to weigh your bags down with bulky books an e-reader is an ideal companion. They’re lightweight, slim and capable of storing thousands of books. Handy features like page-turn buttons make for convenient one-handed reading. Glare-free, high-resolution screens mimic the appearance of actual paper and can offer a great reading experience even in bright sunlight. When it gets dark, an adjustable backlight will keep you reading without straining your eyes. Best overall: Kindle Oasis Pros: Waterproof, high-resolution display and an ergonomic design. Cons: Expensive and heavier than other e-readers. Best budget option: Kindle (2022 release) Pros: Very affordable, long battery life and built-in front light. Cons: Lower resolution screen and no waterproofing. 7. Smartwatches If you want to keep track of everything from your flight status to your fitness levels, a smartwatch is the answer. These on-the-go gadgets can also provide notifications from your favourite apps, provide directions and let you pay for goods with built-in NFC. Best overall: Apple Watch Series 9 Pros: Features the latest health and productivity apps, an enhanced always-on display and improved battery life. Offers new safety features including Crash Detection. Cons: Higher price point compared to older models and some competitors. Best budget option: OPPO Band2 Black Pros: Affordable and sleek, features continuous heart rate and sleep monitoring. Also offers a large colour display and long battery life…

Can employees deduct work-related travel expenses?

Understanding how to handle travel expenses for work is crucial for both employees and employers. Whether you’re a workforce traveller or a travel manager, knowing what expenses you can claim and how to do so correctly can save time and money and make sure that all is above board when His Majesty’s Revenue & Customs (HMRC) comes to call. Business travel spending in the U.K. is predicted to reach £1.1 trillion in 2024, so it’s never been more important to know the rules and keep your travel as tax-efficient as possible. In this blog, we’ll take you through the nitty-gritty of travel and business expenses and what you can claim back from HMRC. We’ll cover the HMRC mileage rates, look at what is covered by the term travel expenses, and introduce RoomexPay as an easy way to manage expenses on the go. Let’s get started. TL;DR Travel expenses are costs incurred for business-related travel, including transportation, accommodation, meals, and other incidental expenses. These can be managed through per diems or reimbursed for specific expenses. Business travel must be solely for work purposes, distinct from personal or mixed travel, such as bleisure trips. The HMRC mileage allowance compensates for business travel in personal vehicles at specific rates. Self-employed individuals can also claim allowable trip expenses. Roomex simplifies travel expense management through a centralised booking platform and prepaid debit cards. What are travel expenses? Travel expenses are costs incurred while travelling for business purposes. These expenses are necessary to facilitate work-related activities that take place away from the usual place of work. Managing these expenses can be done in two different ways: Per diems provide a daily allowance for travel and subsistence costs. These are either daily rates set by HMRC or bespoke rates negotiated by a business with HMRC when the scale rates are not sufficient for the business travel purposes. The per diem rate an employee can claim depends on the duration of their business trip and the number of meals they require as a result. By claiming specific expenses and getting reimbursed. While these expenses may be unlimited, claiming expenses in this way can leave your workforce traveller out of pocket until the next pay run. Examples of trip expenses include: Transportation (train tickets, flights, car hire, fuel). Accommodation (hotel stays, B&Bs, self-catering apartments). Meals (breakfast, lunch, dinner). Incidental expenses (parking fees, tolls, business phone calls, entry tickets, and more). What counts as business travel? HMRC travel expenses rules state that to deduct trip expenses, the travel must have a business purpose. Business travel encompasses all trips taken solely for work-related activities. This includes visiting clients, attending conferences, going to meetings outside your permanent workplace, or going to job sites. These trips must be necessary for your job and not just part of your daily commute. The key difference between business and personal travel is the purpose. Business travel is for work tasks, while personal travel is for leisure. Mixing the two can lead to complications in expense claims. Particularly tricky to manage expense-wise are bleisure trips, travel that combines a leisure element within a business trip. These are growing significantly. 46% of full-time workers anticipate taking a bleisure trip in 2024. This might encompass extending the duration of a business trip to include leisure time, or making the most of a corporate travel destination by planning evening outings, theatre visits, and more. You cannot claim expenses for those activities. So, which expenses are deductible for tax purposes in the U.K.? And which aren’t. Here’s our handy guide: You can claim tax back on these expenses: You can’t claim tax back on: Travel that isn’t your daily commute to your permanent workplace. Your usual daily commute to and from your permanent workplace. Food and drink you consume during business travel not your usual commute. You can claim a day rate, or the actual expense for this. Penalties and fines. This includes things like parking fines or speeding tickets. Overnight accommodation in hotels, motels, B&Bs, and self-catering apartments during your work trip. Travel costs that aren’t directly related to a business purpose. This could include costs of bleisure travel. The cost of dinner and breakfast if you are staying overnight. Again, this can be on a day rate, or you can claim actual expenses. Accurate documentation and record-keeping are vital. Keep receipts, note dates, and log the purpose of each trip. This helps you make legitimate claims and avoids issues with HMRC audits. What is HMRC mileage allowance? The HMRC mileage allowance compensates employees for using their personal vehicles for business travel. It’s important because alongside paying for your fuel, it helps cover the cost of things like wear and tear on your car. When can you claim mileage allowance? HMRC rules: If you’re driving from your permanent workplace to meet clients or conduct site visits. Travelling between two temporary workplaces i.e., conducting multiple site visits as an engineer. Travelling from your home – if that’s your permanent place of work – to another temporary workplace, i.e., to make a site visit or meet clients. Current mileage rates Cars and vans: 45p per mile for the first 10,000 miles, 25p per mile thereafter. Motorcycles: 24p per mile. Bicycles: 20p per mile. Passenger payments (cars and vans): 5p per mile per passenger carried for business purposes. You do not pay tax if you are reimbursed mileage at or below the HMRC standard rates. If you are reimbursed for mileage over the HMRC rates, then any additional mileage will be taxed as income. How to calculate and claim mileage allowance To calculate your mileage allowance, multiply the number of business miles by the applicable rate. For example, if you drive 12,000 miles in a tax year, the calculation would be: First 10,000 miles: 10,000 miles x 45p = £4,500 Remaining 2,000 miles: 2,000 miles x 25p = £500 Total mileage allowance: £5,000 You can claim this allowance through your employer as Mileage Allowance Payments..

What to wear when travelling for work?

Business travel: if you’re lucky, it can take you to destinations far and wide it’s important not to forget that unlike with private trips, you’re representing your company throughout. That means what you wear matters a lot more especially if you’ve got to hop off the train and straight into your first meeting. In 2021, UK residents clocked in a staggering 8.3 million business trips so rest assured you’re not the only workplace traveller wondering what to pack. So how do you know what to wear when travelling for work? Should you go comfortable and casual, or sit ready in a suit? After all, projecting confidence and competence through your appearance is as vital as sealing that next big deal. Banish those packing woes we’ve got all the tips you need for business travel attire success in this blog. TL;DR Business travel is about seizing opportunities and advancing your career through face-to-face connections. It’s crucial to dress professionally if you’re unsure what to pack, business casual attire is a safe choice. Packing strategically, with wrinkle-resistant clothing and versatile outfits, ensures you’re ready for any business occasion. Stick to essentials, roll clothes and use packing cubes to make the most of your luggage space. What is the difference between personal and business travel? Understanding the purpose and context of business travel When you hop on a train for a business trip, it’s a chance to seize opportunities, build relationships and hopefully advance your career in the process. Research shows that 88% of employees believe face-to-face meetings are crucial for developing positive and enduring connections among colleagues. Unlike leisure travel, business trips aren’t centred around fun although that doesn’t mean they’re all boring! Work-related travel is about meeting company objectives and making a return on the travel investment. In face-to-face situations, you’ll be shaking hands, reading body language and establishing trust in a way that virtual meetings simply can’t replicate. Six out of ten professionals also see business travel as a vital component of their professional growth. Each trip offers a chance to learn, grow and expand your horizons, whether that’s when sharing canapés with potential clients or attending talks at industry conferences. Why are business travel clothes important? The moment you step off that train or plane, your appearance speaks volumes about your professionalism and credibility. Whether you’re meeting clients or representing your company at important events, dressing the part is non-negotiable. So, when it comes to business travel, remember: business travel attire is a strategic advantage that can open doors and build trust, and potentially drive your career forward at the same time. Different considerations for personal vs. business travel attire Your approach may vary when you are packing for business travel or personal travel, but the goal remains the same: to be comfortable, look confident and be prepared for any situation. Personal travel allows for more flexibility and casual attire you can show off that brightly printed shirt or new floaty shift dress but business trips demand a higher level of professionalism and attention to detail. It’s a great idea to pack well-fitted, wrinkle-resistant clothing in neutral colours so you can transition from meetings to networking events without needing to pop back into the hotel. Top tip: invest in versatile pieces that you can mix and match to save luggage space and prepare for any unexpected twists in your itinerary. What clothes are best for travelling for work? With 80% of workplace travellers preferring to travel by train when possible, and 40% extending their work trips to include leisure time, it’s paramount to pack comfortable and versatile clothing that looks presentable. Comfortable yet professional business travel outfits Men: Tailored trousers or chinos Crisp button-down shirts or smart polo shirts Blazer or structured jacket Comfortable loafers or smart fashion trainers (choose leather or canvas), and dress shoes (if you have corporate meetings). Women: Tailored trousers or midi skirts Blouses or tops in wrinkle-resistant fabrics Blazer or cardigan Stylish flats, smart fashion trainers (choose leather or canvas), or low heels for comfort Additional layers and warmth Men: Lightweight sweater or knitted jumper Packable rain jacket or trench coat Scarf for added warmth Women: Cardigan or lightweight knit sweater Casual blazer or a smart, waterproof jacket Pashmina or oversized scarf for extra warmth Business travel wear that is durable and wrinkle-resistant For site visits: Performance fabrics like wrinkle-resistant shirts and durable trousers Stretchy yet polished-looking fabrics for comfort and style Lightweight and warm knitted sweaters or cardigans breathable, natural yarns like cotton and wool work best For corporate meetings: Crisp cotton or microfibre shirts, tailored suits in non-iron materials Structured dresses or skirt suits in wrinkle-resistant fabrics like polyester blends For downtime: Casual yet smart options like well-fitted jeans or chinos paired with polo shirts or knitwear Comfortable and stylish separates such as leggings or fitted trousers worn with relaxed blouses or tunics Top tip: Before you travel, take the time to research your itinerary. Will you be in an office or focusing on site visits? Does your destination for meetings or workshops have a formal business dress code? Keep this information in mind as you pack. How do I pack for a 2-day business trip? Four business-trip packing strategies Roll, don’t fold: rolling clothes saves space and minimises wrinkles Use packing cubes: organise outfits and essentials in separate cubes for easy access Plan outfits in advance: coordinate versatile pieces to mix and match for different occasions Pack light: stick to the essentials and avoid overpacking to make it easier to transition from train to hotel or straight to your first meeting. Essential business travel clothes and other items Clothing: Two sets of business attire (e.g., shirts, trousers/skirts, blazers) Casual outfits for downtime that can double as informal business attire (e.g., dark jeans, chinos, light sweaters, comfortable tops) Undergarments and socks Accessories & toiletries: Shoes suitable for business and leisure (e.g., smart loafers, smart fashion trainers, comfortable flats) Belt, ties, or accessories to complement outfits Scarf or pashmina for added..

9 unusual team building activities your staff won’t forget

There’s no denying it. Whatever industry you’re in, teamwork is crucial. In fact, 75% of employees believe that teamwork and collaboration are the building blocks of any successful business. Team-building activities for work strengthen bonds, improve communication, and foster unity among team members. 78% of employees want to work in more supportive environments, and team-building activities can help ensure your staff feels part of a close, trustworthy community. Coordinating travel for these activities can be challenging, which is where Roomex comes into play, with a comprehensive selection of workforce-suitable accommodations, negotiated rates, and seamless integration with Trainline for cost-effective journeys. In this blog, we’ll explore the benefits of corporate team-building activities, the four key elements of their effectiveness, and nine unique activities your staff won’t forget. TL;DR Team building activities improve communication, higher morale, increased productivity, and stronger team dynamics. Embracing the 4 C’s Communication, Collaboration, Creativity, and Camaraderie helps teams achieve greater success together. From murder mysteries to corporate retreats, there’s a wide range of activities to suit every team’s preferences and goals. What are the benefits of team building events? Want to boost team morale, deliver on deadlines, and increase productivity? Team building activities can be the making of your corporate team. Here’s why you need to add company away days, team-building exercises, or even a company retreat into your yearly calendar: Out-of-the-office socialisation can improve team communication by up to 50%. So, if you want your team to work better together, with less conflict and more productivity, book some team-building activities. Improved communication leads to more open channels within the workplace, which means better collaboration and idea-sharing among your colleagues. Higher morale is a key benefit of team-building activities, with employees feeling more connected to their colleagues and their work. This boosts your staff retention levels and helps reduce staff turnover. Employees who feel a sense of belonging are 54% more likely to stay in their jobs. Increased productivity is another advantage, as team-building activities encourage collaboration, problem-solving, and creativity. Stronger team dynamics are also promoted, as team members build trust and camaraderie through shared experiences and challenges. Understanding each other’s strengths, weaknesses, and working styles leads to greater cooperation and performance within teams. What are the 4 C’s of team-building exercises? The 4 C’s of team building Communication, Collaboration, Creativity, and Camaraderie serve as the foundation for building successful teams and achieving organisational goals. Communication: Communication is the cornerstone of effective teamwork it’s key for sharing ideas, giving feedback, and coordinating tasks. By creating open and transparent communication channels, you can resolve conflicts quickly and make informed decisions. Collaboration: Collaboration encourages individuals to work together towards common objectives, leveraging each other’s strengths and expertise. Your team will accomplish more by pooling ideas and creativity, than they could individually. Creativity: Creativity facilitates problem-solving and helps your staff adapt to whatever their roles throw at them. Encouraging creativity within teams allows for the exploration of new ideas and approaches, leading to innovative solutions and competitive advantages. When challenges crop up, a creative team can rise to meet them. Camaraderie: Camaraderie builds trust and mutual respect among team members, creating a supportive and inclusive work environment. When individuals feel valued and connected to their colleagues, they are more motivated to contribute their best efforts towards shared goals. Embrace these 4 Cs of team building to empower your teams to achieve greater success together. Roomex supports this journey by simplifying the organisation of team-building activities, enabling you to focus on developing these essential skills and strengthening their bonds. Do team-building exercises work? While some may be sceptical, evidence supports the effectiveness of team building exercises. The case studies below from Tax Scouts shows team away days improve communication, trust, and collaboration. In short, well-designed activities can lead to stronger teams and better business outcomes. Case study: Tax Scouts visit Elmley Nature Reserve Tax Scouts, a rapidly growing company post-Series A funding, wanted a corporate retreat to boost familiarity among new team members including a new CEO while reinforcing company values and vision. The company secured a non-corporate venue in nature, located near London, UK, for their business retreat. It designed a structured program of activities designed to bring the team together. Results: Pre- and post-off-site surveys showed significant improvements: Team familiarity increased by 76 percentage points. Clarity on company values rose by 40 percentage points. Understanding of company direction improved by 35 percentage points. Types of team-building activities for work There’s an impressive variety of team-building options to suit your preferences and goals. Team away day ideas include traditional exercises like problem-solving challenges to unconventional approaches such as outdoor adventures the possibilities are endless. Your team-building exercises are likely to encompass one or more of the following categories: In-person (offline) activities things like outdoor adventures, workshops, sports, and retreats. Virtual (online) activities think virtual escape rooms, team challenges, and remote workshops. Icebreaker games and communication activities Collaborative problem-solving challenges Trust-building exercises Physical activities and outdoor adventures Networking events Creative sessions Cultural exchanges Social gatherings Nine unusual team building activities: 1. Murder mysteries (online or in person) Budget required: Varies (from low budget to mid-range for in-person events) Unleash your inner detective with a thrilling murder mystery experience, whether online or in person. Teams work together to solve a fictional murder case, analysing clues, interviewing suspects, and piecing together evidence to identify the culprit. It’s fun, and it promotes teamwork, critical thinking, problem-solving, and communication skills. It’s also an effective way to get people who don’t usually work together, working together. Whether it’s a virtual whodunit or an immersive live event, murder mysteries provide a unique and memorable team-building experience for all participants. 2. Dragon’s Den (online or in person) Budget required: Low budget (can be done virtually or in your offices, with a small prize for the winning team) Teams pitch their innovative business ideas to a panel of “dragons” (judges), who evaluate the feasibility, creativity, and..

The Complete Business Trip Packing List

Are you planning a business trip this year? Well if so, you’ve got company. According to GBTA’s Business Travel Index Outlook report, business travel spending has bounced back after the pandemic and is projected to soar, reaching £1.1 trillion in 2024 and nearly £1.4 trillion by 2027. Business travel is essential for companies to expand their reach, nurture client relationships, and seize opportunities in global markets. It facilitates face-to-face interactions, helps you problem-solve on-site. It also builds collaborations that are vital for driving growth and achieving business objectives. But, if you’ve got a business trip coming up, what should you pack? Read on for our complete business trip packing list and a few helpful hints on how to prepare for your first business trip. TL;DR Planning for business travel is key to success and sustainability. Packing efficiently with a checklist ensures you’re prepared consider clothing, business travel accessories, documentation, and finance. Roomex helps streamline financial planning, accommodation, transportation, and luggage selection, making your trip stress-free and productive. First up, what is business travel? Unlike travelling for leisure, which focuses on relaxation, business travel involves professionals travelling for work-related purposes such as meetings, conferences, and client visits. Careful itinerary planning and expense management are crucial to ensure business trips meet their objectives without blowing the budget or your company’s sustainability commitments. At Roomex, we streamline the entire business travel process, from booking accommodation to managing expenses. Through innovative features like RoomexPay and reservation checks, we ensure that every aspect of your trip is optimised for success, allowing your company to focus on its core objectives while enhancing your overall travel experience. Why do I need a business trip packing list? A packing list for your business trip helps you optimise luggage space, ensuring you pack only what you need. It also minimises stress you don’t want to be that person who forgets essential items and has to borrow from colleagues while away. By taking the time to plan and list out everything you need, you can travel with confidence knowing you’re well-prepared for any situation that may arise. And, with 89% of workplace travellers choosing to combine business trips with personal holidays for leisure also known as ‘bleisure’ it’s even more important to make sure you have the right kit with you. What should I pack for a five-day business trip? Here’s our ultimate business travel checklist: Clothing essentials: Business suits or professional attire (appropriate for meetings and events) Dress shirts/blouses Industry-specific attire like hard hats, hi-vis jackets, or steel-toed boots Ties/accessories One or two casual outfits for downtime Undergarments and socks Comfortable shoes suitable for walking and professional settings Pyjamas/sleepwear Raincoat, warm jacket, or smart overcoat Business travel essentials: Laptop and charger Mobile phone and charger Travel-sized toiletries (shampoo, conditioner, body wash, toothpaste, etc.) Travel adapter/converter if travelling abroad Notebooks, pens, and other stationery Portable power bank Snacks and refillable water bottle for on-the-go refreshment Travel necessities: Reservation confirmation details from Roomex Passport/identification documents Business travel insurance documents Wallet with necessary cards and currency RoomexPay allowance card for streamlined on-the-road spend Any necessary medication Travel itinerary and contact information Reusable shopping bag for souvenirs or additional items Sunglasses and sunscreen (depending on destination) Small travel umbrella or raincoat How do I prepare for my first business trip? Here’s our step-by-step guide to getting everything in place for your first corporate travel experience Preparing for your first business trip helps ensure a successful and stress-free experience. It will also help you present yourself confidently as a professional whether you’ve been in your industry for a few minutes or a few years. Step 1: Research and documentation Get to know the destination’s culture and business etiquette to make a good impression. Research your clients, partners, and project sites to understand their expectations, get up to speed on all aspects of the ongoing work, and to help you anticipate any problems. Gather all necessary documents and materials for your meetings or site visits. Step 2. Financial preparation: Plan your expenses and set a budget for your trip. You may be covered by company per diems or your travel policy might specify spending limits. Check with your company travel manager, finance manager, or office manager before you leave. RoomexPay prepaid allowance cards offer a convenient solution for managing on-the-road spend, eliminating the hassle of submitting expense reports and waiting for reimbursements. With RoomexPay, you can focus on your business objectives without worrying about financial constraints. Ensure you have access to necessary funds for emergencies or unexpected expenses. Here are a few RoomexPay benefits: Firstly, it simplifies expense management by streamlining expense tracking, saving you valuable time and effort. Secondly, RoomexPay is registered in your company name no need to give out your own personal financial information or credit card details while you’re on the go. Additionally, RoomexPay improves your cash flow by eliminating the need for out-of-pocket expenses, ensuring a steady flow of funds throughout your trip. Step 3. Accommodation reservations: Use Roomex to book your accommodations, taking advantage of its streamlined booking process and wide range of options tailored to the needs of workforce travellers. You can filter results by location and services, to find the hotel that’s the right fit for you within your company travel policy. Benefit from Roomex’s reservation checks, which periodically verify reservations with hotels to confirm your booking and address any additional needs, such as flexible check-in arrangements. Step 4. Transport arrangements: Book transport well in advance to secure the best deals. WIth Roomex you can book train travel alongside your accommodation, with split-ticketing available to help you get the best value fare for your journey. Track your transport bookings and stay informed about last-minute changes or cancellations using Roomex’s travel management platform. Step 5. Packing and preparation: Pack according to our business travel packing list. Double-check your packing list, ensuring you have all necessary documents, devices, and accessories. Make sure your devices are equipped with up-to-date security software and enable remote access..

The Business & Corporate Travel Management Platform | Roomex