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is weekend travel normal? - Business Travel Forum

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my boss has asked me to travel for business over the weekend. i would leave thursday after work and come back monday. they are compensating me, but is weekend travel a normal request? also, is a a 4 day, 4 night trip considered too long? I just started working and am not familiar with what is normal, and just dont want to be take advantage of!

i am normally internal-i am part of a project team that a client is involved with, and was asked to go along there and to a conference.

I travel on the weekend all the time, as well as early mornings, and sometimes late nights or overnights. I'm a salaried employee and if that's what is required to do the job or task, I do it. Our company does not have an official comp time policy, but I work these exceptions out with my boss. It sounds like you are not compensated in the same way - but you will be compensated for your time and the trip - so I don't understand how you will be taken advantage of?? Maybe you should discuss this with your project team leader?

i am a salaried employee as well. we can expense costs of the trip, as far as i know.

i meant that i didnt want to be taken advantage of in the sense that my superiors know I am new and this is my first job. i was not sure of weekend travel was a standard request. i am being asked to leave on a thursday night after work and return sunday night.

travel was not stipulated on the job description-i am an internal facing employee. so i am very unfamiliar with the protocol! I am happy to travel and get to see new places, just wanted to be sure the requests were fair.

I occasionally used to travel on a Sunday ready for a meeting or training course on a Monday, but as my employer at the time was almost totally a Monday to Friday, business hours only type of operation, actually working on the weekend was very rare indeed.

I also worked in another organisation which was much more of 24/7 type of operation, and that involved weekend travel, but only within what were my contracted hours for the week.

So, a lot would depend, I suspect, on the type of business/industry you are employed in, and whether a lot of business or work is done over the weekend in the normal course of affairs.

Another aspect to consider is that of reward. Will you be compensated with additional payment for being away? In my career I sometimes got subsistence allowances, sometimes overtime, and sometimes I just got hours and days off in lieu. Again, it varied by employer and role, but I did work some long days with late nights and early mornings where travel was involved, even with overnight stays.

I can only agree that you have a chat with your immediate boss about how often this type of trip will crop up, and whether it will be kind of compulsory or not. I found it would sometimes not be convenient to travel, but my employers have always been very understanding, so it's been a two way relationship for me in regards to give and take.

You are not the only one traveling, you are part of the team. Usually new workers are very excited and happy about business travel. Of course you are paid accordingly plus all expenses, ask coworkers and boss.

If you don't want to travel, just tell your boss you don't want to travel or not on weekend, you lay down your term, the company can decide to keep you or get rid of you. But you should speak your mind.

Wife's business travel will almost always involve at least part of a weekend, or perhaps the entire weekend.

Also, in some destination cities, lodging (usually in "financial districts") are less expensive too.

For her, weekends (and even various holidays) are not "protected times."

Good luck, and fly safely,

Another advantage of weekend travel, is that that maybe the only free time you'll have to tour that city. Flying on weekends is also much more efficient use of time, rather than wasting busy weekdays.

OP is just starting out as an intern, best to establish a solid good hard work ethic, it is not school, at work, everybody can spot a lazy coworker, nobody likes that and they talk about him/her as such, the only person who doesn't know is the lazy worker, he/she thinks nobody notice it. If you need to travel on weekend, just do it happily like everybody else.

We get lots of business guests who are here on weekends; it depends on the job as far as I can tell.

Since you're meeting clients, this may be what *they* work which is why you're going then.

Each company has its own policy and needs. Supposed a customer says they want to meet you on Monday morning at 8am, the company won't tell them no because their employees can't travel on a weekend! You are compensated so go with the flow.

It's ok to be concerned as you are new to the work force. A few years down the road and maybe a few jobs later, you should feel this is normal and in fact, necessary. I used to hate any OT or working on weekends. I don't really think much about it these days. You do what's necessary within reason.

<<Each company has its own policy and needs. Supposed a customer says they want to meet you on Monday morning at 8am, the company won't tell them no because their employees can't travel on a weekend! You are compensated so go with the flow.>>

Exactly. We often travel on holidays, just to make meetings set for the next AM.

This topic has been closed to new posts due to inactivity.

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Hours of Work for Travel

Fact sheet: hours of work for travel, description.

In limited circumstances, travel time may be considered hours of work. The rules on travel hours of work depend on whether an employee is covered by or exempt from the Fair Labor Standards Act (FLSA). For FLSA-exempt employees, the crediting of travel time as hours of work is governed under title 5 rules-in particular, 5 U.S.C. 5542(b)(2) and 5544(a)(3) and 5 CFR 550.112(g) and (j). For FLSA-covered employees, travel time is credited if it is qualifying hours of work under either the title 5 rules or under OPM's FLSA regulations-in particular, 5 CFR 551.401(h) and 551.422.

Employee Coverage

Title 5 overtime laws and regulations apply to most FLSA-exempt Federal employees, including General Schedule and prevailing rate employees. Certain employees, such as members of the Senior Executive Service, are not eligible for overtime pay or other premium pay under title 5. (See 5 U.S.C. 5541(2) and 5 CFR 550.101 for coverage rules.)

OPM's FLSA regulations apply to most FLSA-covered Federal employees. (See 5 U.S.C. 5542(b)(2) and 5544(a)(3) and 5 CFR 551.102.) An employee may determine his or her FLSA status by checking block 35 of the most recent Notification of Personnel Action (SF-50) to find out whether his or her position is nonexempt (N) or exempt (E) from the overtime pay provisions of the FLSA. Alternatively, an employee may obtain a determination from his or her servicing personnel office.

Overtime Work

In general, overtime hours are hours of work that are ordered or approved (or are "suffered or permitted" for FLSA-covered employees) and are performed by an employee in excess of 8 hours in a day or 40 hours in a workweek. (See 5 U.S.C. 5542(a), 5544(a), and 6121(6) and (7), and 5 CFR 550.111 and 551.501. Note exceptions.)

Travel That is Hours of Work Under Title 5

Under 5 U.S.C. 5542(b)(2) and 5 CFR 550.112(g), official travel away from an employee's official duty station is hours of work if the travel is-

• within the days and hours of the employee's regularly scheduled administrative workweek, including regularly scheduled overtime hours, or
• involves the performance of work while traveling (such as driving a loaded truck);
• is incident to travel that involves the performance of work while traveling (such as driving an empty truck back to the point of origin);
• is carried out under arduous and unusual conditions (e.g., travel on rough terrain or under extremely severe weather conditions); or
• results from an event that could not be scheduled or controlled administratively by any individual or agency in the executive branch of Government (such as training scheduled solely by a private firm or a job-related court appearance required by a court subpoena).

An agency may not adjust an employee's normal regularly scheduled administrative workweek solely to include travel hours that would not otherwise be considered hours of work.

Travel That is Hours of Work Under the FLSA

For FLSA-covered employees, time spent traveling is hours of work if-

• an employee is required to travel during regular working hours (i.e., during the regularly scheduled administrative workweek);
• an employee is required to work during travel (e.g., by being required to drive a Government vehicle as part of a work assignment);
• an employee is required to travel as a passenger on a 1-day assignment away from the official duty station; or
• an employee is required to travel as a passenger on an overnight assignment away from the official duty station during hours on nonworkdays that correspond to the employee's regular working hours. (See 5 CFR 551.422(a).)

Official Duty Station

"Official duty station" is defined in 5 CFR 550.112(j) and 551.422(d). An agency may prescribe a mileage radius of not greater than 50 miles to determine whether an employee's travel is within or outside the limits of the employee's official duty station for determining entitlement to overtime pay for travel.

Administrative Workweek

An administrative workweek is a period of 7 consecutive calendar days designated in advance by the head of an agency under 5 U.S.C. 6101. The regularly scheduled administrative workweek is the period within the administrative workweek during which the employee is scheduled to work in advance of the administrative workweek. (See definitions in 5 CFR 610.102. See also 5 CFR 550.103 and 551.421.)

Commuting Time

For FLSA-covered employees, normal commuting time from home to work and from work to home is not hours of work. (See 5 CFR 551.422(b).) However, commuting time may be hours of work to the extent that the employee is required to perform substantial work under the control and direction of the employing agency-i.e., productive work of a significant nature that is an integral and indispensable part of the employee's principal activities. The fact that an employee is driving a Government vehicle in commuting to and from work is not a basis for determining that commuting time is hours of work. (See Bobo decision cited in the References section.)

Similarly, for FLSA-exempt employees, normal commuting time from home to work and from work to home is not hours of work. (See 5 CFR 550.112(j)(2).) However, commuting time may be hours of work to the extent that the employee is officially ordered or approved to perform substantial work while commuting.

Normal "home-to-work/work-to-home" commuting includes travel between an employee's home and a temporary duty location within the limits of the employee's official duty station. For an employee assigned to a temporary duty station overnight, normal "home-to-work/work-to-home" commuting also includes travel between the employee's temporary place of lodging and a work site within the limits of the temporary duty station.

If an employee (whether FLSA-covered or exempt) is required to travel directly between home and a temporary duty location outside the limits of the employee's official duty station, the time the employee would have spent in normal commuting must be deducted from any hours of work outside the regularly scheduled administrative workweek (or, for FLSA covered employees, outside corresponding hours on a nonwork day) that may be credited for the travel time. (The travel time is credited as hours of work only as allowed under the applicable rules-e.g., for an FLSA-covered employee, if the travel is part of a 1-day assignment away from the official duty station.)

• 5 U.S.C. 5542(b)(2) (General Schedule employees)
• 5 U.S.C. 5544(a)(3) (Prevailing rate employees)
• 5 CFR 550.112(g) and (j), 610.102, and 610.123
• 5 CFR 551.401(h) and 551.422 (OPM's FLSA regulations)
• Decision by United States Court of Appeals for the Federal Circuit, Jerry Bobo v. United States , 136 F.3rd 1465 (Fed. Cir. 1998) affirming Court of Federal Claims decision of same name, 37 Fed. Cl. 690 (Fed. Cl. 1997).
• Section 4 of the Portal-to-Portal Act of 1947 (61 Stat. 84) as amended in 1996 by section 2102 of Public Law 104-188. (See 29 U.S.C. 254.)

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Understanding Business Travel Time Pay for Nonexempt Employees

By Jeanette Coleman, SPHR & SHRM-SCP on Dec 01 , 2020 2 min read 0 comment(s)

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Business travel statistics show U.S. travelers took more than 450 million domestic business trips in 2018, and more than a million business trips are taken daily. Even though the worldwide pandemic has hit the travel and hospitality industries hard, the Global Business Travel Association reports that business travel costs are expected to run over $1 trillion by 2022.

Employers have obligations under the Fair Labor Standards Act (FLSA) regarding pay for work travel. According to the Department of Labor (DOL), work travel time for nonexempt employees must be compensated, although home-to-work travel, or normal commuting, does not fall into this category. Exempt employees are paid their normal salary when traveling for work.

Business Travel Compensation Q & A

Question: Do we have to pay nonexempt employees for travel time?

Answer: Yes, the FLSA requires paying for travel time in most situations other than regular commute to work, as it’s considered hours worked.

Question: Our construction supervisor drives to various worksites during his workday to talk to clients, direct the work of crews, and inspect equipment and projects. Do we have to pay him for his driving time?

Answer: Yes, that is described as “travel that is all in a day’s work” by the DOL, and is counted as hours worked. Similarly, if an employee must travel for a special one-day assignment and returns the same day, that travel time is counted as hours worked and must be paid.

Question: We have employees who travel for their jobs and are away from home for days or weeks. Do we have to pay for their travel time?

Answer: Yes, travel for work involving overnight stay away from home is compensable when travel time falls outside of normal work hours.

Question: Do we have to pay our non-exempt employees for work performed during travel outside of normal work schedule ?

Answer: Yes, employers must pay for any time employees perform work, including time spent working during travel outside of the normal work schedule.

For example, an employee with a normal work schedule of 8 a.m. to 4:30 p.m. Monday through Friday who works on employer-directed tasks after 4:30 p.m. during weekend travel for work must receive employee travel overtime pay for all time worked after 4:30 p.m. 

Considerations for Business Travel Time Compensation

Business travel policy.

It’s important to have properly recorded time records when non-exempt employees are traveling for work, recorded in the workweek in which it occurred. A detailed, but user-friendly, business travel policy is important for full compliance with FLSA and local regulations and includes definitions of types of travel time along with an outline of employees' responsibility for tracking travel time accurately.

As always, be sure to check with your state’s travel time laws, as some state laws differ from the FLSA.

Ensure Compliance and Fair Compensation: Partner with Axcet HR Solutions

At Axcet HR Solutions , we understand the complexities of business travel time pay for non-exempt employees. Don't risk non-compliance or confusion surrounding travel compensation. Partner with us, a professional employer organization (PEO) and HR company to navigate these challenges effectively.

Contact us today to ensure your employees are compensated fairly and your business stays compliant with the latest regulations. With Axcet HR Solutions by your side, you can streamline your HR processes and focus on what truly matters – growing your business.

Written by Jeanette Coleman, SPHR & SHRM-SCP

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Everything You Need to Know About the Business Travel Tax Deduction

Justin is an IRS Enrolled Agent, allowing him to represent taxpayers before the IRS. He loves helping freelancers and small business owners save on taxes. He is also an attorney and works part-time with the Keeper Tax team.

You don’t have to fly first class and stay at a fancy hotel to claim travel expense tax deductions. Conferences, worksite visits, and even a change of scenery can (sometimes) qualify as business travel.

What counts as business travel?

The IRS does have a few simple guidelines for determining what counts as business travel. Your trip has to be:

• Mostly business
• An “ordinary and necessary” expense
• Someplace far away from your “tax home”

What counts as "mostly business"?

The IRS will measure your time away in days. If you spend more days doing business activities than not, your trip is considered "mostly business". Your travel days are counted as work days.

Special rules for traveling abroad

If you are traveling abroad for business purposes, you trip counts as " entirely for business " as long as you spend less than 25% of your time on personal activities (like vacationing). Your travel days count as work days.

So say you you head off to Zurich for nine days. You've got a seven-day run of conference talks, client meetings, and the travel it takes to get you there. You then tack on two days skiing on the nearby slopes.

Good news: Your trip still counts as "entirely for business." That's because two out of nine days is less than 25%.

What is an “ordinary and necessary” expense?

“Ordinary and necessary” means that the trip:

• Makes sense given your industry, and
• Was taken for the purpose of carrying out business activities

If you have a choice between two conferences — one in your hometown, and one in London — the British one wouldn’t be an ordinary and necessary expense.

What is your tax home?

A taxpayer can deduct travel expenses anytime you are traveling away from home but depending on where you work the IRS definition of “home” can get complicated.

Your tax home is often — but not always — where you live with your family (what the IRS calls your "family home"). When it comes to defining it, there are two factors to consider:

• What's your main place of business, and
• How large is your tax home

What's your main place of business?

If your main place of business is somewhere other than your family home, your tax home will be the former — where you work, not where your family lives.

For example, say you:

• Live with your family in Chicago, but
• Work in Milwaukee during the week (where you stay in hotels and eat in restaurants)

Then your tax home is Milwaukee. That's your main place of business, even if you travel back to your family home every weekend.

How large is your tax home?

In most cases, your tax home is the entire city or general area where your main place of business is located.

The “entire city” is easy to define but “general area” gets a bit tricker. For example, if you live in a rural area, then your general area may span several counties during a regular work week.

Rules for business travel

Want to check if your trip is tax-deductible? Make sure it follows these rules set by the IRS.

1. Your trip should take you away from your home base

A good rule of thumb is 100 miles. That’s about a two hour drive, or any kind of plane ride. To be able to claim all the possible travel deductions, your trip should require you to sleep somewhere that isn’t your home.

2. You should be working regular hours

In general, that means eight hours a day of work-related activity.

It’s fine to take personal time in the evenings, and you can still take weekends off. But you can’t take a half-hour call from Disneyland and call it a business trip.

Here's an example. Let’s say you’re a real estate agent living in Chicago. You travel to an industry conference in Las Vegas. You go to the conference during the day, go out in the evenings, and then stay the weekend. That’s a business trip!

3. The trip should last less than a year

Once you’ve been somewhere for over a year, you’re essentially living there. However, traveling for six months at a time is fine!

For example, say you’re a freelancer on Upwork, living in Seattle. You go down to stay with your sister in San Diego for the winter to expand your client network, and you work regular hours while you’re there. That counts as business travel.

What about digital nomads?

With the rise of remote-first workplaces, many freelancers choose to take their work with them as they travel the globe. There are a couple of requirements these expats have to meet if they want to write off travel costs.

Requirement #1: A tax home

Digital nomads have to be able to claim a particular foreign city as a tax home if they want to write off any travel expenses. You don't have to be there all the time — but it should be your professional home base when you're abroad.

For example, say you've rent a room or a studio apartment in Prague for the year. You regularly call clients and finish projects from there. You still travel a lot, for both work and play. But Prague is your tax home, so you can write off travel expenses.

Requirement #2: Some work-related reason for traveling

As long as you've got a tax home and some work-related reason for traveling, these excursion count as business trips. Plausible reasons include meeting with local clients, or attending a local conference and then extending your stay.

However, if you’re a freelance software developer working from Thailand because you like the weather, that unfortunately doesn't count as business travel.

The travel expenses you can write off

As a rule of thumb, all travel-related expenses on a business trip are tax-deductible. You can also claim meals while traveling, but be careful with entertainment expenses (like going out for drinks!).

Here are some common travel-related write-offs you can take.

🛫 All transportation

Any transportation costs are a travel tax deduction. This includes traveling by airplane, train, bus, or car. Baggage fees are deductible, and so are Uber rides to and from the airport.

Just remember: if a client is comping your airfare, or if you booked your ticket with frequent flier miles, then it isn't deductible since your cost was $0.

If you rent a car to go on a business trip, that rental is tax-deductible. If you drive your own vehicle, you can either take actual costs or use the standard mileage deduction. There's more info on that in our guide to deducting car expenses .

Hotels, motels, Airbnb stays, sublets on Craigslist, even reimbursing a friend for crashing on their couch: all of these are tax-deductible lodging expenses.

🥡 Meals while traveling

If your trip has you staying overnight — or even crashing somewhere for a few hours before you can head back — you can write off food expenses. Grabbing a burger alone or a coffee at your airport terminal counts! Even groceries and takeout are tax-deductible.

One important thing to keep in mind: You can usually deduct 50% of your meal costs. For 2021 and 2022, meals you get at restaurants are 100% tax-deductible. Go to the grocery store, though, and you’re limited to the usual 50%.

{upsell_block}

🌐 Wi-Fi and communications

Wi-Fi — on a plane or at your hotel — is completely deductible when you’re traveling for work. This also goes for other communication expenses, like hotspots and international calls.

If you need to ship things as part of your trip — think conference booth materials or extra clothes — those expenses are also tax-deductible.

👔 Dry cleaning

Need to look your best on the trip? You can write off related expenses, like laundry charges.

{write_off_block}

Travel expenses you can't deduct

Some travel costs may seem like no-brainers, but they're not actually tax-deductible. Here are a couple of common ones to watch our for.

The cost of bringing your child or spouse

If you bring your child or spouse on a business trip, your travel expense deductions get a little trickier. In general, the cost of bring other people on a business trip is considered personal expense — which means it's not deductible.

You can only deduct travel expenses if your child or spouse:

• Is an employee,
• Has a bona fide business purpose for traveling with you, and
• Would otherwise be allowed to deduct the travel expense on their own

Some hotel bill charges

Staying in a hotel may be required for travel purposes. That's why the room charge and taxes are deductible.

Some additional charges, though, won't qualify. Here are some examples of fees that aren't tax-deductible:

• Gym or fitness center fees
• Movie rental fees
• Game rental fees

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Where to claim travel expenses when filing your taxes

If you are self-employed, you will claim all your income tax deduction on the Schedule C. This is part of the Form 1040 that self-employed people complete ever year.

What happens if your business deductions are disallowed?

If the IRS challenges your business deduction and they are disallowed, there are potential penalties. This can happen if:

• The deduction was not legitimate and shouldn't have been claimed in the first place, or
• The deduction was legitimate, but you don't have the documentation to support it

When does the penalty come into play?

The 20% penalty is not automatic. It only applies if it allowed you to pay substantially less taxes than you normally would. In most cases, the IRS considers “substantially less” to mean you paid at least 10% less.

In practice, you would only reach this 10% threshold if the IRS disqualified a significant number of your travel deductions.

How much is the penalty?

The penalty is normally 20% of the difference between what you should have paid and what you actually paid. You also have to make up the original difference.

In total, this means you will be paying 120% of your original tax obligation: your original obligation, plus 20% penalty.

Justin W. Jones, EA, JD

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Business Travel 101: Tips For Your First Time Traveling For Work

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Traveling for work seems glamorous on the surface.

You’ve got free flights, time out of the office, and your company is paying for (almost) everything.

Who wouldn’t want that?

But anyone who’s actually taken a business trip knows there’s another side to this coin. Between the red-eye flights, working remotely , and juggling back-to-back meetings and events – it’s exhausting.

Well, it can be.

The savviest business travelers know the importance of time management, efficient packing, and trip planning that allows you to squeeze in some exploration without missing a single meeting (all while still getting enough sleep).

If you’re a first-time business traveler, here’s how you can still bring your A-game and see more of the world at the same time!

RELATED: How to Prevent Burnout When Traveling for Work: 5 Tips

Tips for Your First Time Traveling For Work

Know Your Company’s Travel Policy Like The Back of Your Hand

The secret weapon in your business travel toolkit? Memorizing your company’s travel policy.

Why? Well, for two important reasons:

• If you’re clueless about what is allowed, you could be leaving some serious business travel perks on the table.
• If you’re clueless about what isn’t allowed, you might have an unexpected deduction on your paycheck next month.

Before your first work trip, take the time to review your company’s travel policy word for word and note anything crucial that you’ll need to remember as you begin to pack your bags. 

By the time you’re done familiarizing yourself with your policy, you should know things like:

• Your per diem for travel days (i.e., do you get a flat amount for expenses, or a unique budget per item, like breakfasts, lunches, dinners by yourself or with clients, and transportation?).
• Whether or not you need receipts (physical or a scanned copy) for purchases.
• What expenses are up for reimbursement (e.g., will your company cover your visa application fee? Your rental car? Your checked bag?) 
• The deadlines for submitting expense reports.
• How much can you spend per night on a hotel room? Does it need to be a specific hotel or hotel chain? Can you use an alternative accommodation like Airbnb or VRBO?
• Can you use your frequent flyer number to collect flight miles? Does it need to be a specific airline?
• Can you use your own credit card or is there a company card?

What happens if your company’s travel policy isn’t super clear on the above? Set up some time with HR and/or your boss to go over these details and address any lingering questions you might have.

Doing so will help prevent any surprise expenses before, during, and after a work trip.

Tip: Use an app like Mint.com to track all your expenses and take pictures of every single receipt you get as soon as you’re handed it, just in case you lose any!

RELATED: How to Ask Your Boss for More Vacation Time (The Right Way)

Book The Right Hotel

Booking a hotel room seems pretty basic, right?

Hop onto a site like Booking.com , put in your budget range, select the “I’m traveling for work” box (which allows you to filter for key amenities like free wifi or included breakfast), and you’re done.

Well… it’s not that easy .

When traveling for work to a new city, other factors that you can’t always control come into play.

First of all, you might be limited to a specific hotel or hotel chain your company has a negotiated agreement and special rate with, which means you won’t have a choice as to where you stay. However, if your company doesn’t have a specific hotel requirement, you have to make sure to familiarize yourself with the city and the surroundings using Google Maps. The worst thing you could do is accidentally choose a hotel far away or in an unsafe neighborhood. 

To avoid this, figure out where your meetings or work obligations will be, and try your best to book a hotel room as close as possible to it.

You might have to pay more for a hotel with a convenient location, which will no doubt save you travel time and the stress of navigating a new city. But keep in mind that more expensive accommodations should be discussed with your company in case they fall outside of the suggested hotel budget listed in their travel policy.

What if you’re not the one booking your hotel room? Speak to the person in charge of corporate travel at your company and give them a list of your preferences, such as:

• Walking/driving distance to the location(s) you need to visit for work
• Amenities like reliable wifi, secure parking, a business center, etc.
• Desired neighborhood preferences
• Hotel policy and procedure for booking with a card that is not in your name

Related: Where Traveling for Work Meets Actually Enjoying Yourself – How Cambria Hotels Cater to Business Travelers

Give Yourself Enough Time for the Unexpected

Whether you’re traveling for work or pleasure, you need to expect the unexpected.

• Flights can get canceled or delayed.
• Traffic delays can prevent you from getting to a meeting on time.
• The airline could lose your bags in transit.

While these scenarios may be out of your control, you can give yourself a bit more breathing room to react and recover by doing these things:

• Instead of flying into the city the same day as your meeting, fly in the night before.
• If you’ve booked a red-eye flight, try to give yourself enough time to catch up on sleep before your first meeting.
• Driving to your meeting? Give yourself a bit more time in case traffic is bad or parking is difficult.
• Book a direct flight whenever possible. It will help you avoid missing connections and get you to your destination more quickly.

By following these tips, you’ll arrive on time, feel fully rested, and be stress-free so you can perform at your best!

Plan Your Sightseeing AFTER Important Meetings

If you’re a long-time reader, you’ll know I’m all about maximizing my work trips by using them to help me explore more of the world.

While work travel isn’t a vacation, if you’re smart with your time and plan ahead, you can squeeze in a weekend trip or quick adventure by simply extending your business trip by an extra day or two.

The trick here is to always plan your sightseeing after your meetings or when the conference you’re attending has ended. Give yourself the time to solely focus on your work so you can show up and be 100% focused on the tasks at hand.

Then, when work is over, reward yourself!

Book that NYC food tour of your dreams. Go on a short hike up Ensign Peak in Salt Lake City , or spend an afternoon wandering around the Desert Botanical Garden in Tempe, Arizona.

Just don’t go too crazy with your itinerary. Give yourself ample time to explore without rushing, and keep your sight-seeing goals reasonable, because exploring after work trips usually doesn’t leave you with as much time as if you were just going on vacation.

I promise if you dial back a bit, you’ll enjoy the whole experience more, and you’ll have some time to reset before you’re back at work.

And who knows? You could stumble onto a gem you didn’t know about and would have missed if you stuck to a super rigid itinerary.

RELATED: 9 Tips for Working While Traveling and Staying Productive

Don’t Ditch Your Healthy Eating & Workout Habits

When you travel, it’s easy to accidentally skip a meal here or there with all the running around, or order a super decadent meal because it’s quick and easy (and you’re likely not paying for it).

While indulging in fast food and networking cocktails is all fine and well (and often comes with the territory of entertaining clients and attending events), moderation is key – especially if you’re on the go often!

As a business traveler, you need to fuel your body with things that will make you feel good and maintain your energy levels whenever possible. If you don’t, you might feel sluggish in meetings, and your motivation will plummet before the end of the day, making it hard to concentrate and do your job.

Here are my tips for staying healthy while on the road:

• Don’t skip breakfast. You need to give your body enough energy to last throughout the day, and breakfast is especially important if you’re normally a breakfast eater when you’re home. When ordering your meal, choose something like granola and yogurt, or eggs and turkey bacon, instead of a pastry. Sugary treats don’t give you long-term energy, and you’ll crash from your high before it’s time for lunch.
• Stay hydrated. I always travel with a reusable water bottle, and I bring it wherever I go throughout the day. Lots of conference setups will typically have water refill stations anyway, and you can feel good about skipping the unnecessary plastic if you’ve already brought your own.
• Keep snacks in your bag. Not all airline food is great, and some meetings mentally drain you before lunchtime. Keep a few snacks like protein bars in your bag to munch on throughout your business trip. It will keep you satiated and stop you from spending money on overpriced airport food.
• Research nearby cafes and restaurants. You’re less likely to opt for some Taco Bell if you have a list of healthy eating options at your fingertips. Before your work trip, spend some time researching nearby eateries with healthier menu options for lunches and dinners on the days you don’t have work commitments.
• Try not to skip workouts. Before you start the day, a solid workout can clear your mind, help you sleep better, and keep your fitness goals on track. If your hotel comes with a gym, use it. If it doesn’t, log onto YouTube or turn to pretty much any online bodyweight-only workout program.

Related: 5 Workout Ideas That Can Be Done At Home or On the Road

Pace Yourself at Work Events

When you’re having after-work drinks in a new city, it’s tempting to have more than one.

That’s totally cool, but remember – alcohol and a good night’s rest don’t mix.

It’s long been said that the effects of alcohol significantly reduce the quality of sleep and the amount of time spent in REM.

REM is a mentally restorative type of sleep, and when you’re traveling for work, you want to maximize your time there as much as possible.

I know when I’m away on a business trip, my days are usually packed with back-to-back meetings. The only way I can get through those days is by having a good 7-hour sleep and keeping my night outs short and to a minimum.

If your meetings are out of the way though, by all means, treat yourself on the last night in a new city!

Packing for Business Travel Tips

To end things off, here are some quick packing tips to always keep in mind as a corporate traveler:

• Try to stick to carry on only when possible
• Invest in a sharp-looking purse or tote that can be used both for travel and for meetings
• Pack any items you need to help you fall asleep faster (eye masks, melatonin, earplugs, etc.)
• Pack clothes that don’t wrinkle easily
• Use garment bags to help keep items wrinkle-free, and shoe bags to avoid accidentally dirtying your clothes
• Bring back-ups of important meeting resources (have copies of your presentation on a USB or Google Drive, pack extra business cards, etc)

Business Travel FAQ

• Can I deduct my business travel expenses? Yes, you can. However, you need to check with your employer or whoever helps you with your taxes to confirm what is and isn’t covered.
• What business jobs allow you to travel? In most industries, sales reps and client-facing contributors usually travel the most to attend client meetings and build up relationships. But, all kinds of career paths can have travel perks. Marketers often attend conferences and set up events, specialists in various fields have their annual trade shows, and consultants often hop on planes to visit their customers in person. Looking for something more remote with added travel flexibility? Consider one of these 18 careers that you can do 100% remotely from anywhere in the world. 
• What is good business travel etiquette? Good business travel etiquette is observing and practicing cultural and social norms and representing your personal brand and your company’s with poise wherever you go. It also includes the same principles you’d follow when in the office – showing up on time, preparing your notes, dressing appropriately, and treating your colleagues with respect. 
• What is business travel accident insurance? Business travel insurance is a plan that protects employees who travel for work domestically or internationally. It usually covers occupational and non-occupational accidents and health cover while traveling on company business. Consult your travel policy or ask your employer if this will be available to you when you travel.

If you’ve traveled for work, what are your top tips for first-time business travelers? If you haven’t, tell me below where you’re headed!

Read This Next:

• How to Find a Coworking Space You’ll Love
• 9 Tips for Working While Traveling and Staying Productive
• Where Traveling for Work Meets Actually Enjoying Yourself: How Cambria Hotels Cater to Business Travelers
• How to Prevent Burnout When Traveling for Work: 5 Tips
• 6 Tips For Embracing the Work From Home Lifestyle
• How to Stay in the Zone When You Work From Home

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Hey there! I’m Rachel, a travel writer and a full-time advertising / marketing expert. In 2019, I traveled more than 25 times while working 9 to 5, and since then I’ve committed myself to living a more adventurous life, even if it means bringing my laptop along for the ride. Are you hungry to travel more, but overwhelmed with how to juggle work and play? You’ve come to the right place!

Recent Adventures:

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How to Ask Your Boss for More Vacation Time (The Right Way)

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• Updated on: July 22, 2021

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40+ Expert Business Travel Tips for a Smooth Business Trip

This article was originally published on our site Nomad Paradise. As part of a rebrand, we are publishing all our travel packing and tips content in one place for you to enjoy - The Travel Method. For world cuisine and recipes, you can keep visiting Nomad Paradise.

Business travel is a necessity. Whether you’re an intern or a CEO, the world of work is global. But where those traveling for leisure can afford the luxury of slipping into bed after a long flight, business travelers simply cannot. Important meetings will not be rescheduled because you made it in at 2 a.m. Conferences still expect you to speak, no matter how tired you are.

But in today’s age, business travel does not have to derail you. As travel has evolved, so have our methods of dealing with it. With the input of seventeen professionals who frequently travel for work, we’ve compiled a must-read list of over forty essential tips to help make your next work trip run smoothly.

Booking Tips

1. Dress for upgrades.  

Katherine Rothman, CEO of  KMR Communications , says it’s much easier to get upgrades when you board a plane or arrive at a hotel if you’re dressed smartly and look the part.

2. Always make sure you have an assigned seat. 

Katherine also says it is much harder for an airline to ‘bump’ you with an assigned seat, which could potentially be disastrous for your business trip.

3. Scan your accommodation’s Twitter posts. 

Nick Gray, founder of  Museum Hack , says it’s wise to scan your hotel’s Twitter posts before arriving. Many hotels run social media promotions that allow you to feel like a VIP without spending like one.

For example, sometimes, Kimpton Hotels post a social password on their Twitter account. When you say the social password at check-in, you’ll get a surprise, which could include a free bottle of wine, parking, a coffee mug, drinks at the bar, a room upgrade, dining vouchers, a hot chocolate kit, or an in-room movie.

4. Book your flight in incognito mode on your browser. 

Founder of  Talk Travel , Saurabh Jindal, always books flights through a new incognito window. Incognito mode does not store cookies (served by the website) on your system. Thus, it cannot track you.

Therefore, the website you are booking through cannot raise the price, which could be triggered when a user searches for the same thing more than once.

5. Check fares with Skiplagged.  

David Pike, founder of the  New York Trolley Company and advisor for startups at Founder Institute, always checks the Skiplagged app before booking. It shows you hidden fares to cities by missing the second leg of a flight.

For example, if you want to fly from New York to Nashville, Skipplagged might find a cheaper flight from New York to Chicago with a layover in Nashville. You wouldn’t board the second flight, hence saving money. You won’t, however, be able to check a bag.

Packing Tips

6. Pack as light as possible. 

Everything In Its Place  founder Eileen Roth packs skirts and dresses, as they are thinner than slacks. Blouses are also a good choice, as they are thinner than sweaters. Less weight means you can pack more.

If it’s cooler in conference rooms, add a sweater and suit jacket in a basic black to top off the outfit and change that every other day.

7. Wear the only pairs of shoes you bring. 

Frequent traveler Carmella says if you do, your shoes should be waterproof, airport-sensible, and business-appropriate everywhere from Canada down to Texas. Short black leather boots with the lowest heel are a sensible choice.

8. Even with TSA precheck, liquids are a gamble.  

Between reusable water bottles, mouth rinse bites, and solid shampoo bars, there is no need to carry liquids. Pare down the toiletries and replace them with dry products.

9. Leave your designer luggage at home.  

If you are traveling abroad, as much as you might treasure your designer luggage, leave it at home, says Katherine Rothman. Why advertise to thieves that you have money or make yourself more noticeable? This is not a time you want to stand out.

10. Keep a pre-packed travel bag at home. 

Emily Mandagie, photographer and one half of travel blog  The Mandagies , has a dedicated business travel bag on hand, pre-packed with travel essentials before any trip. Although you’ll need to pack certain things on-demand, like clothes and shoes, some items like toiletries, cosmetics, and other travel products will generally stay the same. This way, you can unpack quickly after a trip and repack, knowing you have exactly what you need for the next trip cycle.

These pre-packed items include a toothbrush, toothpaste, floss, lotion, and even a small container of shampoo and conditioner. When it comes to tech, Emily will also stow away a phone charger, extra batteries, and headphones.

Time-Saving Tips

11. Book non-stop flights.

Katherine Rothman recommends that you try booking non-stop flights whenever possible, even if it costs more.

If you are on a business trip where you may be meeting with prospective clients or partners, saving yourself the stress of potentially missing your layover if the flight is delayed pays off in the long run.

12. Sign up for TSA pre-check .

If you’re a United cardmember, you can have global reentry and TSA precheck reimbursed, Carmella says. Skip lines and rack up miles!

13. Utilize ‘priority luggage.’ 

This means your luggage will be the first to come off the plane. When you check your bags outside, you can usually tip $5.00 and say, “will you ticket me for priority baggage” and 99% of the time it works – people just don’t know it can be done. Katherine Rothman has used this time-saving technique many times.

14. Save all appointments (including addresses, names, and phone numbers) on your agenda. 

Local Insiders  founder, Silke Wolf, says this will save you time and make your trip so much more worry-free. The same applies to the information you need to prepare for your appointments.

To travel light and paper-free, save all documents to a specific folder on your Google Drive. (Don’t forget to make it available offline). This way, you’ll stay organized, and you can access all the information you need on the go.

Pre-Flight Tips

15. Before leaving, download important maps offline. 

Make sure directions, itineraries, and maps are downloaded to your phone offline, along with some music and podcasts for potentially bad service areas and the plane ride.

16. Take photos of receipts with an app. 

Alternatively, save the photos of receipts to Google Drive. Being prepared pays off when you least expect, as you never know when you’ll need to show proof of purchase.

17. Keep a Xerox copy of your passport.  

Katherine recommends keeping a copy of your passport in a separate place from your actual passport. If you lose your passport, this makes things much easier.

18. Never board a plane without two bottles of water and snacks.

Katherine also recommends buying two bottles of water and snacks before boarding the plane. You never know when your plane can be held on the ground for hours or diverted to another airport, and the airline crew may run out of food and drinks or not be allowed to serve.

19. Get organized with a list. 

Monica Kang, founder of  Innovators Box,  says that when you travel for work, you have to think about your dress code, what you bring, and, in her case, also a lot of materials she uses for workshops. It’s not fun when you bring the wrong outfit or not enough materials.

Monica recommends piling a list of things you want to bring in a room at home over a few days. That way, when you pack things last minute, you already have the core things you need to take with you readily available and won’t have a chance of forgetting them.

20. Don’t plan too much.

Silke points out that planning too many activities is one of the biggest mistakes business travelers make. Always consider travel times. And add some extra time in between meetings to accommodate factors beyond your control (traffic jams, late arrivals, etc.).

This will make your business travels so much more relaxed as you won’t have to rush around to be on time. This will give you peace of mind.

Essential Gear

21. Buy a lightweight suitcase.

Carmella says to find a lightweight, durable suitcase. Keep it extra small to fit in an overhead compartment on the express planes. If you have to check luggage, you can’t change flights to get home faster or to avoid bad weather.

Many flight attendants seem to use TravelPro, but there are also other quality brands on the market.

22. Use a 4-wheel carry-on case.

Management consultant Layton Cox says he lives and dies with three travel bags. The first is a simple four-wheel hard-case carry-on. In a perfect world, don’t get black. Everyone has black.

It also doesn’t have to be a huge brand name. Ninety percent of your clients will never see your luggage. He also suggests you find a bag with cloth or leather around the zippers, as the plastic and rubber tend to break after a while.

23. Use a briefcase with a slide.

Layton says the second bag every business traveler needs is a simple briefcase that fits over the handles of your carry-on. If you get a normal briefcase that does not fit over the handles of your carry-on, it becomes nearly impossible to operate your cell phone as you walk through the airport since both your hands are busy.

Make sure it has a laptop pocket. Your client will see this briefcase, so get black or brown leather. Nothing else.

24. Buy an anti-theft backpack.

If you’re worried about expensive and essential items being stolen, such as your trusted laptop, an anti-theft backpack is definitely worth looking into.

25. Travel with an electronics holder.

Layton’s third and final bag he always travels with is a simple electronics holder. It can be a packing cube filled with electronics and cords or a simple wallet-esque item that can hold a cellphone charger, headphones, and various other cords.

By having just one item with all of your electronics in it, you don’t have to worry if you packed your charger or that HDMI converter, as it’s always in the bag.

26. Use a rolling computer bag.

Eileen suggests that if you carry a laptop, you should use a rolling computer bag to carry papers, files, conference info/workbook, a pad of paper, and even snacks.

You probably will have extra room to add your makeup, hairbrush, and maybe a third pair of shoes or an extra purse.

27. Pack a travel adapter.

Victoria Thompson, Social Media Manager at Haystack Digital, says to always plan ahead and have a spare adaptor depending on which country you are visiting.

This will save you time and money in the long run, as adaptors at the airport always cost a fortune.

28. Bring a travel pillow.

Victoria also says packing items that are going to help you sleep is a must. Invest in a travel pillow that will help you sleep either in the hotel or on the airplane.

29. Use packing envelopes.

Nifty garment folders can help keep blouses, shirts, skirts, and slacks more wrinkle-free than trying to roll things or pack them in packing bags. Instead, use packing bags only for underwear and sleepwear.

30. Travel with a micro-router.

Team Building CEO, Michael Alexis, says the most useful item he travels with is a micro-router. You can connect a router to a wifi connection, for example, at a hotel or on a flight or cruise, and then connect all of your other devices to the router.

This setup has two major benefits. First, in cases where you pay for a connection, you only need one connection to service several devices. Secondly, you save time. Once set up, your devices connect to the router automatically, so you are entering login information only once.

Programs & Loyalty Schemes

31. Get a Rewards Credit Card.

Nicole Sutherland, travel photographer and writer at  Eat Live Travel Drink,  recommends the American Express Platinum. This gives her access to a bevy of perks that include airport lounges around the world, including their own private Centurion ones, Priority Pass, and Delta lounges.

32. Companion Pass Hack on Southwest Airlines. 

Nicole also recommends applying for both the Southwest Airlines personal and business cards if you run a small business. Each card gives you bonus miles when you spend a certain amount of money.

And, if you earn a certain number of miles in a year, you earn the companion pass, allowing a companion to fly free with you every time.

33. Get TSA Pre-Check, Clear, and Global Entry. 

Dave Pike says TSA Pre-Check, Clear, and Global Entry can save you hours every time you fly. The $85-$110 investment is well worth it and is deductible if your employer requires it.

34. Score free upgrades using airline loyalty programs. 

Torben Lonne, diving enthusiast and founder of  Dive In,  says one of his favorite travel hacks is getting a free upgrade to business class. Your chances are lower than scoring a last-minute seat change in the same class, but it’s still possible.

If you have air miles or loyalty points with your preferred airline, this increases your chances of getting upgraded to business class in the event of an overbooking. The passenger with the highest loyalty points gets automatically upgraded when this happens.

If there are more overbookings on the same flight, they will choose the passenger with the second most loyalty points and move down the list accordingly.

35. Get a co-working space membership.  

Upflex  CEO and co-founder, Christophe Garnier, says the last thing you want to think about is being confined to a coffee shop or hotel room for work.

When it comes to business travel hacks, the ability to easily find and book a good co-working space is paramount. It will help you save time and money while making local connections and making you more productive.

This is why co-working booking platforms are becoming business travelers’ new best friend – they aggregate available workspaces from around the world and let professionals book them on an as-needed basis.

In-Flight and Transport Tips

36. Make your final seat selection at the last moment.  

Torben recommends waiting until the last moment before making your final seat selection. You can do this through your smartphone via the web or the airline’s app and guarantee a window seat with a little patience.

Every flight has cancellations and last-minute seat changes, so all you need to do is wait until 30 minutes before boarding to book your final seat.

This is perfect when you’re stuck with a bad seat from when you booked the flight initially as a zero-cost ‘upgrade.’

37. Book your parking beforehand.

Head of Digital Marketing at YourParkingSpace , Gregory Golinski, says one of the worst challenges faced by business travelers is finding a parking space. You don’t want to be late for a meeting with a client because you’ve been circling around for an hour looking for a parking space.

He suggests pre-booking a parking space via online parking marketplaces such as Spothero in the US, YourParkingSpace in the UK, or Parkhound in Australia.

These platforms can help you book a private driveway or garage in advance so that you don’t have to look for a parking space for hours and can be on time. This can help you save time, money, and your sanity while on a business trip.

Safety Tips

38. If you are a woman traveling alone, ask for a room closer to the elevator in your hotel.

A safety tip for solo female travelers from Katherine is that you book a hotel room closer to the elevator. This way, you are not walking through long hallway mazes at night.

39. Make sure you get enough sleep and downtime.

Monica is extra mindful of where she spends her time, how much she sleeps, and what she eats. If she’s booking her time to meet other people and socialize, she will be too tired to deliver her work.

She also recommends downloading a few shows to binge-watch to decompress and rest. At the end of the day, if you show up feeling tired to do your work, why would they want to invite you back?

40. Be careful with the hotel wifi.

Ben Sadeghipour of Hackerone says it’s so easy to make fake wifi networks to track everything you’re doing online. At a hotel, you might see “Hotel Wifi” and “Hotel Free Wifi” and not know which one to pick.

Pick wrong, and a criminal will be able to track when you’re on their network or out of your hotel room. Also, never trust something that requires software to be installed. This is a sure sign of malicious activity.

41. Don’t post your boarding pass on social media.

Even if you cross out the numbers, you’re still at risk. There’s information hidden in QR codes that can be used to steal your personal data.

42. Be wary of public charging stations.

Public charging stations are a godsend when you are constantly on the go or your flight is canceled. However, anyone can steal information from your phone via USB. Always make sure you bring your own charger to plug into outlets or use a USB data blocker.

Essential Business Travel Tips Summary

No matter how important or time-sensitive your business trip may be, don’t let the stresses and strains of travel get in the way of your success. Use these expert tips from successful business travelers to plan a trip that runs smoothly, allowing you to deliver your world-class presentation or land that lucrative client.

We’d love to continue adding to this list. If you have a little-known expert tip, feel free to reach out to us and share your words of wisdom.

You Might Also Like to Read

• My Favorite Packing Tips and Hacks

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Author: Dale

Dale Johnson is a content creator from the UK. He has traveled full-time for over three years and to over 30 countries and writes on a number of travel-themed topics, including travel packing tips and the latest gear.

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August 26, 2018 By Michelle Maraj 35 Comments

The Ultimate Packing List for Work Trips

This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.

As you start to travel almost every week, your business trip packing list will become routine. You might find yourself packing for your corporate trip in less than fifteen minutes! When trying to create my packing list for a work trip, I consider what items I will pack for personal travel as well. My work trip packing list is similar to my regular travel packing list, just the types of clothes that I bring will change. If you travel frequently enough, you might find it helpful to keep some items permanently in your suitcase, and only repack your clothing every week.

Building a Packing List for a Work Trip

Since I travel on a weekly basis, this Ultimate Business Trip Packing List is broken up by the following:

• Essentials left in my suitcase each week
• Items refreshed each week
• What’s in my laptop bag
• What I expect at the hotel

Packing Essentials for a Business Trip

If you travel for work frequently enough, it may make sense to have “doubles” of your toiletries, so you do not have to include them on your business trip packing list and pack them every single week. I keep the following items in my suitcase at all times:

Umbrella  // It is a good habit to check the weather before you start packing, but I have a small travel umbrella that I leave in my suitcase at all times, just in case. If you have an outer pocket on your bag, I would recommend leaving the umbrella in that pocket for easy access.

Toiletries // I keep travel-sized bottles of all of my usual toiletries in my suitcase at all times. This includes small bottles of: shampoo, conditioner, face wash, make-up remover, lotion. I then refill these every few weeks as needed. In addition I will keep a double of my toothbrush, toothpaste, cotton balls, deodorant, hairbrush and hair ties, and razor so that I do not need to repack these each week. As a woman, I also keep tampons and pads in my suitcase at all times.

Spare phone charger // I have a habit of leaving my phone chargers behind at home or at the office, and I have accidentally traveled without a phone charger before! Now, I always leave an extra phone charger in my bag, just in case.

Laundry Bag // My  Away Bigger Carry-On  suitcase came with a laundry bag inside, and I use this to keep my dirty clothes separate from the clean clothes I have not worn yet. I would recommend bringing some type of reusable bag to use as a laundry bag in your suitcase, so you can keep dirty underwear and socks at minimum separate from your work clothes.

All of my toiletries on my business trip packing list are travel sized, so that I do not have to worry about checking a bag. I keep shower items (shampoo, conditioner, face wash) in a separate plastic bag from my remaining items, so that when I am fast to unpack after arriving at the hotel. I use this TSA-approved clear toiletry bag to keep my items organized.

Refreshed Each Week While Traveling for Work

When I am traveling for work, I always bring enough clothes for the number of days that I am traveling, plus one extra day. You never know when you will spill something on your shirt, or you get stranded somewhere overnight! If I was traveling for work Monday through Thursday (3 nights), and I dressed business professional and wore a suit on the plane there, then I would pack in my suitcase:

4 Button-Up Tops // I primarily wear Express Portofino Shirts to work. I like these tops because you can wear them with a blazer, without a jacket, and even out to dinner in the evening. They are very versatile, and a staple in my work uniform. I always pack one extra shirt than days I am traveling – if I am staying 3 nights, I will pack 4 shirts to have one as a back-up.

2 Work Bottoms (Pants or Skirt) // If you include the dress pants that I wear on the plane, I would typically pack two additional bottoms to rotate between. I will bring additional bottoms that coordinate with my blazers for the week. For example, if I am wearing a black blazer, I would choose black bottoms. Navy blazer, navy bottoms.

1 Additional Blazer // Some people can get away with only bringing one blazer (worn on the plane) with them during the week, especially if you only wear your blazer while traveling but then take it off during the day while working. I personally like to bring a blazer to rotate between, and as a back-up in case I spill something on my other blazer.

1 Pair of Jeans, No Holes // It is a good idea to bring a pair of casual pants for when you are going to a team dinner or running errands after work. Occasionally I will wear my work pants to dinner as well, so I do not feel a need to bring more than one pair of casual pants. I opt for no holes or tears, to remain slightly more professional.

1 Pair of Heels // Assuming I already wore a pair of heels on my travel day to the client, I will bring an additional pair of heels to rotate between. I find that if I try to wear the same pair of heels everyday for a week, that they will start to smell.

1 Pair of Casual Shoes (Sandals or Flats) // It’s a good idea to bring a pair of casual shoes, for both team dinners or walking around the hotel. If you need to run down to the front desk, it’s a bit awkward to do so in pajamas and heels.

4 Pairs of Underwear // Always bring an extra pair, just in case!

4 Pairs of No-Show Socks // Whether you need no-shoe socks for your heels or dress socks for your shoes, don’t forget to pack your socks in your suitcase.

1 Set of Pajamas // You will not want to sleep in your dress clothes at night; don’t forget to pack a set of pajamas in your suitcase. My pajamas are usually a free firm shirt and a pair of shorts!

Work-out Clothes // I don’t typically work out during the week while I am traveling, but I threw this on the list so that you do not forget. It is a good idea to work out on the road, but you will need to find extra space to fit your work-out shoes and clothes. It’s possible, though!

Make-up Case //  My make-up case contains all of my daily-wear make-up, and since I use the same make-up on the weekends I will repack this each week. Depending on your routine, it may make sense to have doubles of your make-up on your business trip packing list as well

Hair Dryer  // You may be fine with the hotel hair dryer, however I have been working on improving my hair maintenance. I recently invested in the T3 Featherweight Compact hair dryer – it is so fast at drying my hair, and it is great for traveling. This hair dryer came with a dust bag and the hair dryer folds in half, for easier packing.

Jewelry // Depending on the level of formality, I might bring my jewelry case while traveling . I prefer studs or small hoops for a professional look, and might bring a few necklaces and bracelets to rotate between.

I also have developed a wardrobe that will work for both the work day and the evening. The shirts or blouses that I bring are usually convertible and fine for dinner in the evening. However, if you are wearing nicer shirts or dresses during the day, you may also want to consider packing casual tops for the evening as well.

My Laptop Bag Necessities

My biggest fear is leaving my laptop charger at home. Most of these items are always in my work bag and travel with me even to the office, but I wanted to go ahead and include on the packing list for work trips here. 

Work Laptop & Charger // Make sure that you bring your work computer! It’s difficult to get anything done without your laptop and you do not want to waste time waiting on it to be shipped. The single most important thing for you to bring is your computer.

Wireless Mouse // You can order a cheap mouse off Amazon  for less than $10, and you can bring it on the road to increase your efficiency. I always opt for colors other than black, so that it does not get mixed up with anyone else’s belongings.

Headphones // I love my AirPods as they are great for taking calls, but any type of headphones are a good idea to keep in your work bag. You may have to take phone calls or watch videos in a conference room with your colleagues, and it is much easier to take these calls hands-free.

Phone Charger // I leave a phone charger in my work bag as well, so that I can charge my phone on the go. Especially if you are wasting time at the airport, it is important to keep your phone charger so you can contact coworkers when you land, or call an Uber if necessary.

Office/Client Access Badge // If you have been traveling to a client for a while, you likely received some sort of access badge to get into their building. You do not want to have to bother your client to get another badge assigned to you, or go through the hassle of speaking to security each time. If you have an access badge, make sure to leave it in your work bag so you do not forget it.

Pens & a Notepad // Even though we primarily use our computers these days, you may need to jot down client notes while your computer is loading, or draw out a sketch to explain an idea. It is a good idea to leave pens and a notepad in your bag at all times, so you never have to worry about asking your coworker to borrow one.

Gum  // Especially after a long flight or lunch, you will want fresh breath over the course of your work trip. Make sure to pack some gum in your laptop bag, so that you always feel fresh.

These items are always in my bag, so I will usually have them on my work trip as well. You never realize how badly you miss your wireless mouse until the day that you accidentally leave it at home!

Packing for a conference? Check out our post on What to Pack for a Business Conference . 

Hotel Expectations During a Business Trip

There are a few items that I do not have on my packing list for work trips, because I expect my hotel to have them. If you are not picky about your toiletries like shampoo or conditioner, it would be much easier to just use the hotel versions rather than worrying about leaks in your suitcase. These items include:

Hand Lotion // I am picky for my face, but not for the rest of my body when it comes to lotion. It’s one less bottle that I have to pack, so I do expect to be able to use the hand lotion available in the hotel room.

Water Bottles // You typically get free water bottles with Marriott Platinum! It is greener to bring your own reusable water bottle, however I will admit I do not usually remember to. I do expect that there will be water in my hotel room, or at least easily accessible in the hotel, when I arrive.

Iron // One day, I do hope to invest in a portable steamer. For now however, I do expect an iron in the hotel room so that I can iron my clothes. I like to unpack the night that I arrive at the hotel, and I iron all of my clothes for the week at once. It can be difficult to iron all of your clothes the first night since you are likely tired from traveling, but you will thank yourself later in the week.

Towels // I know some consultants are particular and prefer to bring their own towels, rather than using those available at the hotel.  I, however, expect towels in the hotel and will gladly use those.

The single most important thing to bring on your business trip, honestly, is your work laptop. If you need toiletries that aren’t found in your hotel room, you can often call the front desk and they can bring additional toiletries to you. I ran out of toothpaste and forgot to re-pack it, and fortunately the hotel always has toothpaste packets to offer. Everything else, you can buy on the road.

Packing Your Suitcase for a Business Trip

When packing my suitcase for a work trip, 50% of my suitcase will be clothing. I use three packing cubes that fit in the compression compartment of my suitcase – one cube for my blazers and pants, one cube for shirts, and one cube for underwear.

If you liked the Ultimate Business Trip Packing List, you can download a free pdf checklist below. If there’s anything missing from this packing list, let us know in the comments below.

Learn more about traveling for work

• 10 Work Trip Instagram Captions
• Why a Trolley Strap is a Requirement for Your Next Work Bag
• 5 Challenges of Managing Remote Employees
• Matt’s Flights Custom Search – Here’s Our Review of What He Found
• Jey&em ONE Suitcase Review

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The 2024 guide to corporate travel management

What is corporate travel management, what does a corporate travel manager do.

• Booking trips for travelers (not only c-suite executives, but employees in any role).
• Helping individual departments track their travel spend so they can stay under budget.
• Providing travel support to travelers before, during, or after their trip.
• Selecting and managing any travel vendors or travel tools used.
• Working to negotiate corporate rates on hotels that the company uses often.
• Booking group travel.
• Organizing ground transportation like rental cars or rail
• Analyzing company travel spend, or delivering travel spend reports to the CFO for analysis.

What does a travel buyer do?

Stakeholders in the travel management process.

• In-house corporate travel manager
• Office manager or office team
• Head of operations / COO
• CFO and finance managers
• Panel of frequent employee travelers
• Current corporate travel agency or company

What solutions are companies using to book their business trips?

Consumer booking sites, traditional travel agencies, travel management software.

Save your company time and money on business travel

What are the drawbacks of each solution.

• Need to compare various websites and pay out of pocket in order to secure the best price
• Many hidden costs, with fees for cancellations and changes
• Many back-and-forth emails when booking for companies
• Need to pay upfront
• No support for issues on the road
• Time-consuming manual reimbursing and expense tracking
• Impossible to ensure compliance with company travel policy
• Online booking tools are typically buggy, with bad UX
• Employees end up calling support or book, when they’d rather save time by booking for themselves, with the options they want
• Costly service
• Above-market transport/accommodation prices
• Company policy compliance is difficult to guarantee
• Lack of travel inventory and options
• Clunky user experience that travelers don’t enjoy
• Offshore customer service, typically ranked as the top frustration in customer reviews
• Often overly complicated and feature-laden
• Impossible to control travel when travelers can’t or won’t use the tool
• Lacks low-price flights and hotels available online
• Impossible to guarantee company policy compliance

The pillars of modern travel management:

• Trust – Trust travelers to book using the approved process and policy, and make it easy for them
• Transparency – Let travelers see what they’re allowed to spend and choose accordingly, and let finance and administrative teams see what is being booked and why.
• Simplicity – Create a process that works and meets everyone’s needs.
• Impact – Measure the impact of business travel on the company and reduce unnecessary trips that leave travelers exhausted and businesses with needless expenses.
• Duty of care – Ensure a thorough duty of care strategy is in place to mitigate risks for employees when traveling
• Sustainability – Being aware of the impact of travel on the environment and adopting good practices to reduce the effect

How can a good corporate travel program help companies to save money?

Ensuring compliance with company travel policy, access to more affordable flight options, stay on top of travel spending trends, six steps to managing corporate travel effectively.

• Choose a smart booking tool
• Assure 24/7 travel support
• Create policies and approval workflows
• Organize and utilize travel spend data in real-time
• Improve collaboration between admin and finance
• Reduce your company’s carbon footprint

1. Choose a smart booking tool

• Self-booking within policy – Trust your travelers to book what they need, and set up policies and parameters
• Consolidated invoicing – The ability to get one monthly invoice for all travel from one vendor, instead of having it spread across the web
• Travel spend reporting – Easy access for all finance and administrative team members who need to track travel itinerary details and spend by cost centers, tags or labels
• Easy booking process that travelers love – Invoice consolidation and accurate reporting are impossible if employees want to cheat on the approved tool, so choose a tool that’s easy to use with consumer-grade UX. Make their entire travel experience, from booking to coming home, as easy and smooth as possible. Introducing a mobile app is just an added bonus!
• Great inventory – Inventory is not a side note. Make sure the platform you use has every available option you can find online and that the company is committed to adding more inventory
• Travel support – You need travel assistance that’s available 24/7 in your native language so that employees can get help even when the internal admin team is unavailable

2. Assure 24/7 travel support

Here are the requirements to look for in travel support:.

• Available 24/7
• Easy to reach a real human
• Guaranteed follow-up and follow-through
• Native language support
• Fast escalation for big issues

3. Create policies and approval workflows

• Maximum cost of airfare
• Maximum cost per hotel per night
• Minimum amount of days booked in advance
• Hotel star rating
• Flight class allowed

Travel Management: The Ultimate Guide

Approval workflows.

• No approval required for any trip
• Approval required for some trips
• Approval required for every trip

4. Organize and utilize travel spend data

• Cost centers – Does your company use different payment accounts for different geographical regions? How many cost centers does the company have? Make sure that travel spend is getting charged to the right accounts and that you're making accurate expense reports.
• Tags and labels – Beyond cost centers, are there any important filters that the finance team would have to have when viewing travel spending reports? For example, would they like each trip tagged by team or by project? Decide upfront so that the tagging system can be implemented clearly from the get-go.
• Keep all travel in one place – to get accurate travel data, you need to keep all travel in one place—whenever possible. Work with a travel management solution that integrates with providers that matter to your company, such as budget airlines, AirBnb or European train lines. If your company has negotiated hotel rates, you want your corporate solution to be able to book those rates for you, so you don’t lose the travel data by booking directly.

5. Improve collaboration between admin and finance

• Streamlined approvals process – If your approval process requires action from the admin and the finance team, try to make this as seamless as possible.
• Easy access invoices – The finance team needs to grab all invoices quickly so they can reconcile expenses and set clear reimbursement processes. The best way to do this is to use a platform that consolidates travel spend into one monthly invoice.
• Ability to track spend instantly – Consolidate all travel spend into one platform so that they can generate reports on what is being spent, by who, and why (when using tags and labels). Same as with the invoices, determine whether you need to send them a monthly report, or if they want to download it themselves.
• Cost savings on trips – Fixing travel isn’t just about saving time. Many businesses are still using travel booking platforms that were built in the 80s and 90s. This means that they markup the inventory so that the company is paying more than a consumer would! Impress the finance team by reducing travel costs and introducing consumer-grade prices for trips.

6. Reduce your company’s carbon footprint

• Work out your starting point by calculating your company’s travel carbon footprint
• Design a green business travel program, which creates data-driven strategies to increase employee commitment
• Choose economy class
• Reduce your fuel consumption where possible
• Pick low-emission airlines and avoid layovers
• Vet your accommodation for sustainability practices
• Utilize green travel tax breaks

The bottom line: it's time to upgrade your travel management

Let’s bring it all together.

• Choose a smart booking tool – Meet everyone’s needs
• Share the burden of travel support – Don’t try to do this alone
• Set up cost centers and labels – Let the tool reflect the business
• Create policies and approval workflows – Put the policy inside the booking process
• Improve collaboration between admin and finance – Grab invoices and reports

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
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Business vs. Leisure Travel: Key Differences and Considerations

Travelers fall into 2 primary groups, but the motivations and priorities couldn’t be more different for business vs. leisure travelers..

Any given commercial flight is full of Travelers who fall into 2 broad categories: business and leisure. Business Travelers are hitting the road for meetings and conferences and sales presentations. Leisure Travelers are leaving home to have a little bit of fun, rest and relaxation. 

What are the key differences when booking business vs. leisure travel? Here’s a look at what is most important to each group across several different categories, plus tips for new Travel Managers who are doing their best to support business Travelers.

1. Price Sensitivity

Businesses want to keep costs low for travel because low costs help them achieve the return on investment they expect. Individuals traveling for leisure want to keep costs low because they are using their hard-earned money to fund a vacation.

While the motivations are similar, leisure Travelers tend to be more pric­­e sensitive. That’s because their return on investment is difficult to quantify. 

For example, a leisure Traveler spends $300 on a flight and $1,000 for 3 nights in a hotel, plus food and entertainment expenses. That Traveler’s return on investment is time away from home, a few mornings of sleeping late, plus memories that will (hopefully) last a lifetime.

Now, imagine a business Traveler spends the same amount on everything: $300 on a flight plus $1,000 for 3 nights in a hotel, plus food and transportation expenses. But the business Traveler returns to the office with a signed 3-year contract worth $300,000. That’s a massive return on investment.

In short, ROI is highly quantifiable for business Travelers, but it’s much more difficult to calculate for leisure Travelers. This dynamic makes business Travelers less price sensitive, and leisure Travelers more price sensitive. Need assistance with calculating business travel ROI? At JTB Business Travel, we provide a solution for that .

2. Weekdays vs. Weekends 

Go to an airport in a major American city on a Monday morning, and you’re likely to encounter a vast number of business Travelers — many of them consultants heading out for the week. Those consultants will return at the end of the workday on Thursday, and then work from their hometown offices on Friday.

Now, go to an airport in a major American city on a Saturday morning, and you’re likely to encounter something entirely different — families traveling to visit relatives, plus young vacationers heading to the beach or to different cities to see friends.

Airlines and hotels know when to expect different types of Travelers, and they create pricing algorithms that respond to demand for certain itineraries and their prospective customers’ collective ability to pay those prices.

Looking for the least busy, least expensive days to travel? Focus on Tuesdays and Wednesdays . Business Travelers are typically flying early and late in the week, and leisure Travelers are typically flying on or around the weekend. That leaves middle-of-the-week days as the easiest for travel.

3. The Importance of Location and Timing

Business Travelers often need to visit specific destinations at specific times. For example, imagine there’s a substantial lead-generation opportunity at a trade show in Chicago the second week of October. Your Travelers will need flights to that specific location on those particular dates.

Leisure Travelers have a lot more flexibility. For example, imagine a family who wants to spend a week in cooler temperatures with a view of mountains. It’s far too expensive to fly into the small regional airport that serves Jackson Hole, Wyoming. So, instead, the family looks at flights to Salt Lake City (allowing them to make a short drive to Park City) and flights to Denver (allowing them to make a short flight to any of the ski towns just to the west). They simply look for the best combination of flight and lodging costs, no matter the day of departure.

Related to both No. 2 and No. 3 on this list, Travel Managers may find themselves approving more expensive flights because their business Travelers have less flexibility than those traveling for leisure. But, because of No. 1 on this list, it’s OK to pay a little bit more. For the right return on investment, a business doesn’t have to agonize over saving a few bucks on a flight or a hotel. 

4. Reviews and Recommendations

Leisure Travelers may spend hours upon hours reading reviews and recommendations about cities, hotels, restaurants, entertainment options, etc. In most cases, business Travelers spend far less time worrying about reviews and recommendations — they are more concerned with access, convenience and productivity.

The only area where business Travelers might spend more time on reviews and recommendations is when entertaining clients or prospects. For example, if you’re taking an important client out to dinner, you’ll want to spend significant time researching your restaurant options.

Travel Managers worry less about reviews and recommendations in most cases, and focus more on proximity to essential offices and venues. You can best empower your Travelers by ensuring their trips are eminently comfortable, convenient and productive.

5. Amenities

Amenities are important to both business and leisure Travelers, but they are likely interested in entirely different amenities. 

Business Travelers will be more interested in proximity to locations that are important to them. They may also be interested in on-site dining options, drycleaning and shoe-shining services, hotel gym and exercise facilities, plus the presence of a business center where they can receive packages and make printouts.

Leisure Travelers will be more interested in spa and similar treatment packages, swimming pools, in-room entertainment, proximity to popular tourist attractions, plus shuttle services and other transportation.

There may be some crossover in amenities desired. For example, a business Traveler may want a swimming pool if they like to swim laps early in the morning, and a leisure Traveler may want on-site dining for an easy breakfast before sightseeing. Travel Managers should get to know what’s most important to individual Travelers as they book trips so that they can be more helpful and supportive in identifying the perfect accommodations.

There is one wrinkle with business vs. leisure travel and related amenities: the rise of bleisure travel, which is business Travelers staying over the weekend (or otherwise spending additional time in cities) after a work trip ends during the week. In bleisure cases, business Travelers may also want amenities that leisure Travelers would want. Travelers interested in bleisure may also seek out the best cities for business travel .

Get Back to Travel With JTB

Air travel is starting to pick back up again in 2021 . We’re not quite at 2019 levels again, but we’re getting closer with each passing week. Is your company traveling again? If so, make sure you have the right support.

At JTB Business Travel, we help companies save on overall travel spend while assisting Travelers through every step in their journeys. Behind every service we provide and recommendation we make is a common-sense approach to business travel.

Contact us to learn more about how we can help you start traveling again.

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Travel Time

Time spent traveling during normal work hours is considered compensable work time. Time spent in home-to-work travel by an employee in an employer-provided vehicle, or in activities performed by an employee that are incidental to the use of the vehicle for commuting, generally is not "hours worked" and, therefore, does not have to be paid. This provision applies only if the travel is within the normal commuting area for the employer's business and the use of the vehicle is subject to an agreement between the employer and the employee or the employee's representative.

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Understanding business travel deductions

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IRS Tax Tip 2023-15, February 7, 2023

Whether someone travels for work once a year or once a month, figuring out travel expense tax write-offs might seem confusing. The IRS has information to help all business travelers properly claim these valuable deductions.

Here are some tax details all business travelers should know

Business travel deductions are available when employees must travel away from their  tax home  or  main place of work  for business reasons. A taxpayer is traveling away from home if they are away for longer than an ordinary day's work and they need to sleep to meet the demands of their work while away.

Travel expenses  must be ordinary and necessary. They can't be lavish, extravagant or for personal purposes.

Employers can deduct travel expenses paid or incurred during a  temporary work assignment  if the assignment length does not exceed one year.

Travel expenses for  conventions  are deductible if attendance benefits the business. There are special rules for conventions held  outside North America .

Deductible travel expenses include:

• Travel by airplane, train, bus or car between your home and your business destination.
• Fares for taxis or other types of transportation between an airport or train station and a hotel, or from a hotel to a work location.
• Shipping of baggage and sample or display material between regular and temporary work locations.
• Using a personally owned car for business.
• Lodging and  meals .
• Dry cleaning and laundry.
• Business calls and communication.
• Tips paid for services related to any of these expenses.
• Other similar ordinary and necessary expenses related to the business travel.

Self-employed individuals or farmers with travel deductions

• Those who are self-employed can deduct travel expenses on  Schedule C (Form 1040), Profit or Loss From Business (Sole Proprietorship) .
• Farmers can use  Schedule F (Form 1040), Profit or Loss From Farming .

Travel deductions for the National Guard or military reserves

National Guard or military reserve servicemembers can claim a deduction for unreimbursed travel expenses paid during the  performance of their duty .

Recordkeeping

Well-organized records  make it easier to prepare a tax return. Keep records such as receipts, canceled checks and other documents that support a deduction.

Subscribe to IRS Tax Tips

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Should I give days off in exchange for weekend business travel?

By Penny Morey • Apr 17, 2008

Opinions expressed by Entrepreneur contributors are their own.

Penny is a seasoned human resources executive and consultant with over 25 years of diverse business experience in advising enterprise leaders on employment-related matters.

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These Business Travel Essentials Will Help You Pack for Your Next Work Trip

By Iona Brannon

All products featured on Condé Nast Traveler are independently selected by our editors. However, when you buy something through our retail links, we may earn an affiliate commission.

While we’d all love to be heading on vacation with every flight, at least 12 percent of those flying pre-pandemic were corporate travelers. In fact, in 2019, business travelers took 464 million domestic business trips in the United States. Now, business travel is slowly but surely picking back up. 

As corporate travel often requires stepping off the plane and into a meeting , your plane outfit will likely look different than it does during leisure travel. You’ll want to pack versatile clothes that easily transition from day to night, comfortable yet dressy shoes, and sleek luggage. With that in mind, we’ve rounded up the business travel essentials below that will take you from the jet bridge to the boardroom without sacrificing form over function.

Essentials for work trip outfits

Aday gives the classic white button-up a contemporary twist with its mandarin collar. Buttoned up, worn as an outer layer, or tucked in, the shirt is a versatile addition to the brand’s capsule wardrobe collection and your business wardrobe. The shirt is made of Aday's ‘Technical Silk’, a blend of nylon and elastane that dries quickly and resists wrinkling. Even better, it's made with UPF 50—you can never have too much sun protection . The cherry on top? The material is created in a renewable energy-powered mill.

Another Aday classic is the lightweight Turn It Around Pant. With claims from the company that the material is piling resistant up to 100,000 rough touches, you can expect to wear this pant again and again. The stretch fabric is thermoregulating and made in Italy. Slip these on with a pair of sneakers for your commute, then throw on heels as you head into the office. No one will be the wiser.

M.M. LaFleur’s Lagarde shirt has all the components of other travel-friendly business clothes: it’s lightweight, machine washable, and wrinkle resistant. It has also been treated with an anti-odor finish, meaning smells don’t absorb into the material as easily. That means more wear and less laundry. Details like the gold-colored buttons and slightly textured fabric add an elevated sense of luxury to the shirt.

A good culotte pant can give the illusion of limitless power, and the extra pleat on the sides of the Zhou offer an added swoosh. The high-waisted pants are wrinkle-resistant and loose enough for you to cross your legs on the floor of the airport but elevated enough to make a statement in the office. The fabric is wrinkle-resistant and made from wood pulp.

Suiting up? Suits are notoriously stiff, but the xSuit was created to be comfortable even in transit. With a wrinkle-resistant stretch fabric that gives you back your range of motion, this suit is a one of our business travel essentials. It’s also machine washable and stain resistant, ideal for trips where you plan to do laundry or need to walk off the plane business ready. 

Button-up shirts are surprisingly versatile, going from day to night with the loosening of a collar. The Aero Zero Shirt has a relaxed fit, is machine washable, and dries quickly. Like any good travel shirt, the material of the Aero Zero Shirt is wrinkle-resistant and offers lightweight comfortability without losing its quality. It’s also made of 100 percent recycled fabric. The shirt’s moisture-wicking technology will keep you dry and cool on warmer days, too.

While the Kinetic Tapered Pant looks like a dress pant, don’t be fooled. Between the stretch and moisture-wicking components of the warp-knit Japanese polyester, these pants are meant to be lived in. They’re comfortable enough to wear all day while maintaining an edge with the tapered fit. The addition of the hidden drawcord gives you a sleek, belt-free look (a time-saver when going through TSA). Even better, they are machine washable and wrinkle resistant.

This pair of pants lives up to its name, bringing to life the dream of wearing sweatpants to work. The structured design of the fabric gives it a professional feel, while the elastic waist and double-knit fabric promise to keep you comfortable on your next red-eye. Naturally, the material is also wrinkle-resistant.

Business casual shoes

A classic white sneaker is a staple in any wardrobe, and these minimalistic leather Koio sneakers promise to accompany you wherever you need to go. Handmade from LWG Gold-certified Italian leather and fitted with an OrthoLite Hybrid insole, the chic sneakers require little to no break-in time. These shoes do run slightly large, so size down when you order.

Naturalizer is a favorite shoe brand among flight attendants for a reason. These shoes offer comfort that can last through long shifts and longer airport terminal walks. The Felicia slingback is no exception, with a timeless style that can sharpen any outfit. The heel of these pumps is low enough for novice heel-wearers, and the ankle strap keeps the shoe secure across all kinds of pavement. Additional cushioning in the insole ensures your feet will stay comfortable over hours of wear.

Pashion shoes were created as a product that could be worn from night to day, commute to happy hour. The shoes have a patented design that converts heels to flats with a few easy twists. These multi-purpose pumps are especially helpful for small carry-on bags , allowing you to essentially bring two pairs of shoes while only needing space for one. One thing to note if you’re planning on wearing them as flats, most Pashion shoes need to be broken in a bit before they lay all the way flat.

These aren’t your typical dress shoes, most of which pinch your toes without offering any support. With a foam that forms around your foot to deliver tailored support, they’re comfortable enough to withstand a long walk between terminals. The laser-perforated sheepskin lining increases airflow (which in return reduces sweaty feet). The shoes are made with A-grade hides from American steer, and the outsole is made from a durable blend of athletic and hiking material. You may not want to hit the trails with these, but they can go everywhere else.

Handcrafted in Italy, these sleek Del Toro loafers promise you won’t have to sacrifice form over function. The beautiful shoe’s detailing includes red stitching at the back and an understated criss-cross on the front of the Napa leather exterior. The rubber sole gives the shoe additional grip, and the style is easy to slip on and off while going through airport security. They do run larger than your average loafer, so order a half size lower than you would normally.

Carry-on bags

If you're going to have to run through the airport to catch a flight, do it with the Away Daily Carry-On which has 360° roller wheels. It's compact enough to be considered a carry-on item on most airlines (though it’s always good to double-check dimensions before you head to the airport), and the exterior pocket offers easy access for a 13” laptop, and a removable three-compartment accordion can keep any documents organized in transit. This carry-on is lightweight and portable, making it as useful on a daily commute as on business trips. Add a personal touch with a monogram stamp on the included luggage tag (just $10).

The small but mighty Monos Carry On Pro is perfect for short business trips that don’t require a checked bag. The suitcase fits inside most overhead bins, and the TSA-approved lock ensures your zippers will stay in place. With an additional front compartment that fits a 15” laptop, you can slide in and out of TSA quickly (though you'll move even faster with TSA Pre-Check ). The suitcase is made of lightweight but durable polycarbonate and includes antimicrobial laundry bags and a compression system to help you make the most of the space inside. It comes in eight colors, plulimited edition hues.

The Carry All Weekender Plus is a versatile bag that fits plenty with its 50L capacity, including a padded pocket big enough for a 16” laptop. It offers travel-friendly designs such as a clamshell opening and a magnetic-closure external pocket for passports and boarding passes. The pass-through band also makes it easy to keep everything together by sliding your All Weekender Plus onto a roller bag.

How to Deduct Travel Expenses (with Examples)

Reviewed by

November 3, 2022

This article is Tax Professional approved

Good news: most of the regular costs of business travel are tax deductible.

Even better news: as long as the trip is primarily for business, you can tack on a few vacation days and still deduct the trip from your taxes (in good conscience).

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Even though we advise against exploiting this deduction, we do want you to understand how to leverage the process to save on your taxes, and get some R&R while you’re at it.

Follow the steps in this guide to exactly what qualifies as a travel expense, and how to not cross the line.

The travel needs to qualify as a “business trip”

Unfortunately, you can’t just jump on the next plane to the Bahamas and write the trip off as one giant business expense. To write off travel expenses, the IRS requires that the primary purpose of the trip needs to be for business purposes.

Here’s how to make sure your travel qualifies as a business trip.

1. You need to leave your tax home

Your tax home is the locale where your business is based. Traveling for work isn’t technically a “business trip” until you leave your tax home for longer than a normal work day, with the intention of doing business in another location.

2. Your trip must consist “mostly” of business

The IRS measures your time away in days. For a getaway to qualify as a business trip, you need to spend the majority of your trip doing business.

For example, say you go away for a week (seven days). You spend five days meeting with clients, and a couple of days lounging on the beach. That qualifies as business trip.

But if you spend three days meeting with clients, and four days on the beach? That’s a vacation. Luckily, the days that you travel to and from your location are counted as work days.

3. The trip needs to be an “ordinary and necessary” expense

“Ordinary and necessary ” is a term used by the IRS to designate expenses that are “ordinary” for a business, given the industry it’s in, and “necessary” for the sake of carrying out business activities.

If there are two virtually identical conferences taking place—one in Honolulu, the other in your hometown—you can’t write off an all-expense-paid trip to Hawaii.

Likewise, if you need to rent a car to get around, you’ll have trouble writing off the cost of a Range Rover if a Toyota Camry will get you there just as fast.

What qualifies as “ordinary and necessary” can seem like a gray area at times, and you may be tempted to fudge it. Our advice: err on the side of caution. if the IRS chooses to investigate and discovers you’ve claimed an expense that wasn’t necessary for conducting business, you could face serious penalties .

4. You need to plan the trip in advance

You can’t show up at Universal Studios , hand out business cards to everyone you meet in line for the roller coaster, call it “networking,” and deduct the cost of the trip from your taxes. A business trip needs to be planned in advance.

Before your trip, plan where you’ll be each day, when, and outline who you’ll spend it with. Document your plans in writing before you leave. If possible, email a copy to someone so it gets a timestamp. This helps prove that there was professional intent behind your trip.

The rules are different when you travel outside the United States

Business travel rules are slightly relaxed when you travel abroad.

If you travel outside the USA for more than a week (seven consecutive days, not counting the day you depart the United States):

You must spend at least 75% of your time outside of the country conducting business for the entire getaway to qualify as a business trip.

If you travel outside the USA for more than a week, but spend less than 75% of your time doing business, you can still deduct travel costs proportional to how much time you do spend working during the trip.

For example, say you go on an eight-day international trip. If you spend at least six days conducting business, you can deduct the entire cost of the trip as a business expense—because 6 is equivalent to 75% of your time away, which, remember, is the minimum you must spend on business in order for the entire trip to qualify as a deductible business expense.

But if you only spend four days out of the eight-day trip conducting business—or just 50% of your time away—you would only be able to deduct 50% of the cost of your travel expenses, because the trip no longer qualifies as entirely for business.

List of travel expenses

Here are some examples of business travel deductions you can claim:

• Plane, train, and bus tickets between your home and your business destination
• Baggage fees
• Laundry and dry cleaning during your trip
• Rental car costs
• Hotel and Airbnb costs
• 50% of eligible business meals
• 50% of meals while traveling to and from your destination

On a business trip, you can deduct 100% of the cost of travel to your destination, whether that’s a plane, train, or bus ticket. If you rent a car to get there, and to get around, that cost is deductible, too.

The cost of your lodging is tax deductible. You can also potentially deduct the cost of lodging on the days when you’re not conducting business, but it depends on how you schedule your trip. The trick is to wedge “vacation days” in between work days.

Here’s a sample itinerary to explain how this works:

Thursday: Fly to Durham, NC. Friday: Meet with clients. Saturday: Intermediate line dancing lessons. Sunday: Advanced line dancing lessons. Monday: Meet with clients. Tuesday: Fly home.

Thursday and Tuesday are travel days (remember: travel days on business trips count as work days). And Friday and Monday, you’ll be conducting business.

It wouldn’t make sense to fly home for the weekend (your non-work days), only to fly back into Durham for your business meetings on Monday morning.

So, since you’re technically staying in Durham on Saturday and Sunday, between the days when you’ll be conducting business, the total cost of your lodging on the trip is tax deductible, even if you aren’t actually doing any work on the weekend.

It’s not your fault that your client meetings are happening in Durham—the unofficial line dancing capital of America .

Meals and entertainment during your stay

Even on a business trip, you can only deduct a portion of the meal and entertainment expenses that specifically facilitate business. So, if you’re in Louisiana closing a deal over some alligator nuggets, you can write off 50% of the bill.

Just make sure you make a note on the receipt, or in your expense-tracking app , about the nature of the meeting you conducted—who you met with, when, and what you discussed.

On the other hand, if you’re sampling the local cuisine and there’s no clear business justification for doing so, you’ll have to pay for the meal out of your own pocket.

Meals and entertainment while you travel

While you are traveling to the destination where you’re doing business, the meals you eat along the way can be deducted by 50% as business expenses.

This could be your chance to sample local delicacies and write them off on your tax return. Just make sure your tastes aren’t too extravagant. Just like any deductible business expense, the meals must remain “ordinary and necessary” for conducting business.

How Bench can help

Surprised at the kinds of expenses that are tax-deductible? Travel expenses are just one of many unexpected deductible costs that can reduce your tax bill. But with messy or incomplete financials, you can miss these tax saving expenses and end up with a bigger bill than necessary.

Enter Bench, America’s largest bookkeeping service. With a Bench subscription, your team of bookkeepers imports every transaction from your bank, credit cards, and merchant processors, accurately categorizing each and reviewing for hidden tax deductions. We provide you with complete and up-to-date bookkeeping, guaranteeing that you won’t miss a single opportunity to save.

Want to talk taxes with a professional? With a premium subscription, you get access to unlimited, on-demand consultations with our tax professionals. They can help you identify deductions, find unexpected opportunities for savings, and ensure you’re paying the smallest possible tax bill. Learn more .

Bringing friends & family on a business trip

Don’t feel like spending the vacation portion of your business trip all alone? While you can’t directly deduct the expense of bringing friends and family on business trips, some costs can be offset indirectly.

Driving to your destination

Have three or four empty seats in your car? Feel free to fill them. As long as you’re traveling for business, and renting a vehicle is a “necessary and ordinary” expense, you can still deduct your business mileage or car rental costs even when others join you for the ride.

One exception: If you incur extra mileage or “unnecessary” rental costs because you bring your family along for the ride, the expense is no longer deductible because it isn’t “necessary or ordinary.”

For example, let’s say you had to rent an extra large van to bring your children on a business trip. If you wouldn’t have needed to rent the same vehicle to travel alone, the expense of the extra large van no longer qualifies as a business deduction.

Renting a place to stay

Similar to the driving expense, you can only deduct lodging equivalent to what you would use if you were travelling alone.

However, there is some flexibility. If you pay for lodging to accommodate you and your family, you can deduct the portion of lodging costs that is equivalent to what you would pay only for yourself .

For example, let’s say a hotel room for one person costs $100, but a hotel room that can accommodate your family costs $150. You can rent the $150 option and deduct $100 of the cost as a business expense—because $100 is how much you’d be paying if you were staying there alone.

This deduction has the potential to save you a lot of money on accommodation for your family. Just make sure you hold on to receipts and records that state the prices of different rooms, in case you need to justify the expense to the IRS

Heads up. When it comes to AirBnB, the lines get blurry. It’s easy to compare the cost of a hotel room with one bed to a hotel room with two beds. But when you’re comparing significantly different lodgings, with different owners—a pool house versus a condo, for example—it becomes hard to justify deductions. Sticking to “traditional” lodging like hotels and motels may help you avoid scrutiny during an audit. And when in doubt: ask your tax advisor.

So your trip is technically a vacation? You can still claim any business-related expenses

The moment your getaway crosses the line from “business trip” to “vacation” (e.g. you spend more days toasting your buns than closing deals) you can no longer deduct business travel expenses.

Generally, a “vacation” is:

• A trip where you don’t spend the majority of your days doing business
• A business trip you can’t back up with correct documentation

However, you can still deduct regular business-related expenses if you happen to conduct business while you’re on vacay.

For example, say you visit Portland for fun, and one of your clients also lives in that city. You have a lunch meeting with your client while you’re in town. Because the lunch is business related, you can write off 50% of the cost of the meal, the same way you would any other business meal and entertainment expense . Just make sure you keep the receipt.

Meanwhile, the other “vacation” related expenses that made it possible to meet with this client in person—plane tickets to Portland, vehicle rental so you could drive around the city—cannot be deducted; the trip is still a vacation.

If your business travel is with your own vehicle

There are two ways to deduct business travel expenses when you’re using your own vehicle.

• Actual expenses method
• Standard mileage rate method

Actual expenses is where you total up the actual cost associated with using your vehicle (gas, insurance, new tires, parking fees, parking tickets while visiting a client etc.) and multiply it by the percentage of time you used it for business. If it was 50% for business during the tax year, you’d multiply your total car costs by 50%, and that’d be the amount you deduct.

Standard mileage is where you keep track of the business miles you drove during the tax year, and then you claim the standard mileage rate .

The cost of breaking the rules

Don’t bother trying to claim a business trip unless you have the paperwork to back it up. Use an app like Expensify to track business expenditure (especially when you travel for work) and master the art of small business recordkeeping .

If you claim eligible write offs and maintain proper documentation, you should have all of the records you need to justify your deductions during a tax audit.

Speaking of which, if your business is flagged to be audited, the IRS will make it a goal to notify you by mail as soon as possible after your filing. Usually, this is within two years of the date for which you’ve filed. However, the IRS reserves the right to go as far back as six years.

Tax penalties for disallowed business expense deductions

If you’re caught claiming a deduction you don’t qualify for, which helped you pay substantially less income tax than you should have, you’ll be penalized. In this case, “substantially less” means the equivalent of a difference of 10% of what you should have paid, or $5,000—whichever amount is higher.

The penalty is typically 20% of the difference between what you should have paid and what you actually paid in income tax. This is on top of making up the difference.

Ultimately, you’re paying back 120% of what you cheated off the IRS.

If you’re slightly confused at this point, don’t stress. Here’s an example to show you how this works:

Suppose you would normally pay $30,000 income tax. But because of a deduction you claimed, you only pay $29,000 income tax.

If the IRS determines that the deduction you claimed is illegitimate, you’ll have to pay the IRS $1200. That’s $1000 to make up the difference, and $200 for the penalty.

Form 8275 can help you avoid tax penalties

If you think a tax deduction may be challenged by the IRS, there’s a way you can file it while avoiding any chance of being penalized.

File Form 8275 along with your tax return. This form gives you the chance to highlight and explain the deduction in detail.

In the event you’re audited and the deduction you’ve listed on Form 8275 turns out to be illegitimate, you’ll still have to pay the difference to make up for what you should have paid in income tax—but you’ll be saved the 20% penalty.

Unfortunately, filing Form 8275 doesn’t reduce your chances of being audited.

Where to claim travel expenses

If you’re self-employed, you’ll claim travel expenses on Schedule C , which is part of Form 1040.

When it comes to taking advantage of the tax write-offs we’ve discussed in this article—or any tax write-offs, for that matter—the support of a professional bookkeeping team and a trusted CPA is essential.

Accurate financial statements will help you understand cash flow and track deductible expenses. And beyond filing your taxes, a CPA can spot deductions you may have overlooked, and represent you during a tax audit.

Learn more about how to find, hire, and work with an accountant . And when you’re ready to outsource your bookkeeping, try Bench .

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• Packing Lists

Business Trip Packing List for Overnight, 3-Day, and 5-Day Trips

Published September 19, 2023

Written by:

Laura Lopuch

Laura’s first trip was when she was 3 months old, instilling an insatiable wanderlust. She hasn’t stopped traveling, or writing...

Fred Perrotta

Co-founder, tortuga.

Fred Perrotta is the co-founder and CEO of Tortuga. His first backpacking trip to Europe inspired him to start the...

The Tortuga Promise

At Tortuga, our mission is to make travel easier. Our advice and recommendations are based on years of travel experience. We only recommend products that we use on our own travels.

Table of Contents

Whether you’re heading out on a last-minute, overnight business trip, or a five-day conference abroad, packing for business travel is always different than prepping for a fun vacation.

Your work trip packing list will likely include more electronics and gear. So you’ll need to plan around the extra items and weight.

Also, traditional business clothes are notoriously delicate and wrinkle-prone, so they can be difficult to pack.

This article will break down how and what to pack for your business trip. We’ll cover men’s and women’s business clothing , advice on managing your electronics, and more.

Protect your laptop when you fly.

• Personal-item-sized
• Easy to pack
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How to Pack for a Business Trip

Carry on plus personal item.

When packing for a work trip, use carry-on-sized luggage plus a personal item that can carry your laptop.

How to Pack Your Laptop for Travel

Pack your laptop in your personal item when you travel, ideally in a backpack, briefcase, or messenger bag with a dedicated laptop sleeve for protection. If you’re using a tote or other bag that doesn’t have a padded area for your laptop, invest in a laptop sleeve to protect it.

If you’re one-bagging, make sure you choose luggage that has a dedicated laptop compartment. Remove your laptop before stowing your bag in the overhead compartment so that you can work during your flight.

Whatever you do, never, ever put your laptop in a checked bag and risk it being broken, lost, or stolen while in transit.

Roll Your Clothes and Pack Them in Packing Cubes

Once upon a time, I didn’t use  packing cubes . And my bag was a disaster. It took long minutes to find the shirt I was looking for or clean socks. Not anymore, thanks to packing cubes.

To look your best, you should fold your clothes along the seams then roll them . Yes, this even applies to most dress clothes. When you arrive, hang your clothes in the closet or even in the bathroom when you shower to release more wrinkles. Your hotel should have an iron for any necessary touchups beyond that.

For maximum organization, use packing cubes and assign each one a purpose. For example, a smaller packing cube holds underwear. A larger cube keeps your shirts organized and wrinkle-free. Then, roll them before zipping them away to make each item easy to find while preventing creases and wrinkles.

How to Pack Your Suit: Fold, Don’t Roll

A traditional, wool suit must be packed properly to keep its shape while in transit. To pack a suit in a carry on , fold it, don’t roll it.

Alternatively, you can try a wrinkle-free suit from Bluffworks or Ministry of Supply ( men’s , women’s ). Wrinkle-free, synthetic fabrics have improved dramatically from the early days of stiff, plastic-y dress shirts.

Stuff smaller, soft accessories like your socks, tie, and pocket square in your shoes to preserve their shape.

Business Trip Packing List

A good business trip packing list is built around a solid core, personalized to your needs and style. “Work clothes” can vary depending on your industry and the nature of your trip. You could be dressed anywhere from a three-piece suit to a shirt and slacks to a hoodie and jeans. Pack and dress as makes sense for your business trip.

Let’s start with the basics.

• Copy of itinerary
• Boarding pass
• Transportation and accommodations

If your business trip takes you across borders, don’t leave home without your passport. If you’re traveling abroad for your business trip, know that some countries won’t let you in without a guarantee of when you’ll leave. Pack a copy of your complete itinerary, including evidence of when you’ll leave the country, to show border security.

After your passport, your boarding pass is your most important document. Mobile boarding passes are convenient, but make sure that you’ll have internet access via your phone if you plan to use one. Or, take a screenshot of the boarding pass and use it offline through your photo app.

For your own convenience, print out the details of your transportation from the airport to your accommodations (if you’ve booked anything), the address of where you’re staying (for customs forms and taxi drivers).

I use  TripIt  to aggregate all of my trip details in one place. Using the app is more convenient than carrying a stack of printouts with me. However, paper copies are better for border crossings and for when you don’t have WiFi access or a local SIM card.

Electronics

• Phone and charger
• Headphones or earbuds
• Laptop and charger
• Adapter (if traveling abroad)

Carry earbuds if you want to travel light or noise-canceling headphones if you want a quieter trip. For the latter, we like Bose’s QuietComfort line.

The  Macbook Pro  and  Macbook Air  are the most popular choices for Apple users. We recommend the lightest computer you can get that doesn’t sacrifice the performance you’ll need. Dave at Too Many Adapters wrote a helpful guide to  choosing a laptop for work and travel .

• Eye mask and ear plugs
• Water bottle
• Kindle or book
• Pen and notebook

If you’re taking long flights or overnight trains, earplugs and an eye mask make for all-natural, compact sleep aids.

Get a reusable, refillable water bottle for your travels so that you can stay hydrated without generating the extra trash of plastic bottles.

I’m still old-school and read physical books instead of using a Kindle. Either way, don’t forget a good book to pass long hours waiting or traveling.

Clothes: Business Travel Wardrobe

When packing clothes for a business trip, look for items that pull double-duty and that can be dressed up or down.

Meaning: that black dress looks equally stunning with a scarf for a casual business meeting or a statement necklace for a client dinner. Whatever your personal style is, pack items that make you feel comfortable and confident.

Although the exact items will differ depending on your style and gender, the clothes section of a 3-day business packing list looks like this:

• 3 tops; 2 dress tops and 1 casual top
• 1-2 bottoms
• 3 pairs of underwear
• 3 pairs of socks
• 1 set of pajamas
• 2 pairs of shoes : 1 dress shoe and 1 athletic/casual shoes
• Workout clothes (optional)

Women’s Business Travel Wardrobe

Use the above business trip packing list template and add the following for a 3-day business trip.

2 Blouses and 1 T-Shirt

• 1 lightweight t-shirt to dress up or down

Pack two business-appropriate blouses or collared shirts and wear the more casual t-shirt on the plane. I love J.Crew’s vintage cotton t-shirts as they look chic (and feel comfortable) with jeans or slacks. 

Everlane has a range of modern, basic shirts that work for both business and casual attire. Their Japanese GoWeave line is especially good for travel since the fabric is durable, wrinkle-resistant, and comfortable.

• 1 dark-colored blazer or suit jacket

It’s no secret that I’m a huge J.Crew fan. Their women’s blazers fit well, look chic, and last a long time. Consider a wool blazer that keeps you cool in hot boardrooms and warm on chilly airplanes.

If you’re willing to make the investment, consider a wrinkle-resistant blazer, like the Kinetic Blazer by Ministry of Supply , that you can pack without worrying about it turning into a rumpled mess. En route, wear your blazer so it doesn’t get wrinkled in your carry on bag.

2 Bottoms and 1 Dress

• 1 pair of slacks or skirt
• 1 pair of dark-wash  jeans , worn on the plane
• 1  dress (optional)

Opt for  Betabrand’s Yoga Dress Pants  for sleek black pants made from stretchy material like your favorite yoga pants. Alternatively, look at ADAY’s line of pants for a wrinkle, odor, and pill-resistant pair of business travel pants that are technical, travel-ready, and fashionable.

I live in jeans, and even on the dressiest business trip, I’d yearn for a pair. If you’re like me, wear your jeans on the plane. My favorites are Lucky Brand jeans with some stretch woven in.

Love your dresses? Pack a versatile dress like one from  Draper James  or any of the odor-and-wrinkle-resistant merino wool dresses by Wool& .

3 Pairs of Underwear and Socks

• 3 pairs of  socks
• 3 pairs of  underwear
• 2  bras

If you want to hand wash your underwear, you can get away with packing less. However, for a short 3-day business trip like this one, pack one pair per day. Because you’ll save more on time vs packing space.

2 Pairs of Shoes

• 1 pair of business-appropriate shoes
• 1 pair of athletic shoes, worn on the plane

Pack one pair of professional shoes that are small, light, and comfortable, like this  pair of classic black heels from Clarks , or a simple and easy-to pack pair of flats or loafers by Rothy’s .

You can wear your heels through the airport, but I wouldn’t recommend it. Instead, I wear a pair of black athletic shoes that I can use for a run or workout at my destination.

1 Set of Pajamas

• 1 lightweight shirt
• 1 lightweight, athletic pair of shorts

My favorite packing light secret? Make your pajamas and workout clothes the same outfit. Snag a quick, sweaty workout in the AM and hand wash your clothes in the sink. By the time you’re ready for bedtime, your clothes will be dry and ready for you.

Men’s Business Travel Wardrobe

Use the business trip packing list template and add the following for a 3-day business trip.

2 Dress Shirts and 1 Casual T-Shirt

• 2 wrinkle-resistant dress shirts
• 1 casual shirt that’s suitable for after-dinner drinks and on the airplane

Ironing dress shirts is a pain. Instead, opt for a wrinkle-resistant dress shirt (or two), like one from Bluffworks . They are made from 98% polyester (that’s a good thing), have lots of stretch, are breathable, and dry quickly. The best part is that they’re machine washable. Perfect for happy hour or the boardroom in any city you visit.

For your casual shirt, opt for a versatile merino wool t-shirt that will stand up to the rigors of travel.

2 Pairs of Pants

• 2 pairs of pants and/or  jeans

For a pair of pants that can easily work for business and leisure alike, pack a pair of basic, but high-performance pants, like the good-looking  Outlier Slim Dungarees . If you prefer jeans, try  Bonobos’ Extra Stretch Travel Jeans  which are made from lightweight, 10.5 ounce denim and have a 1% stretch.

Stick to 1-2 pairs of pants and wear your more casual pair on your flight.

Avoid doing laundry on a quick, three-day business trip and, instead, pack three pairs of underwear and three pairs of socks.

1 Blazer or Jacket

Read the full Buyer’s Guide to Travel Blazers for all of our favorites. Or, jump right to our top pick, the wrinkle-free  Bluffworks Gramercy Travel Blazer .

• 1 pair of dress shoes
• 1 pair of athletic shoes for workouts (optional)

Think small, light, and comfortable for your shoes. Like the  Lenox Hill Cap Toe Oxfords from Cole Haan  or  Vivobarefoot Ra II.

Packing two pairs? Wear the heavier or bulkier pair through the airport and pack the lighter pair.

• 1 lightweight, athletic pair of shorts

5-Day Business Trip Packing List

For a longer, five-day business trip, be prepared to hand wash your clothes mid-trip. Or, have the hotel do it for you. Check with the front desk to see if they offer a laundry service for guests. Make sure to ask how long it will take and the price.

Not keen on doing laundry? Prepare to pack a little more in your luggage. You can still pack carry-on-only for a five-day trip. Some of our customers travel for weeks, months, or years out of just a carry on .

When your clothes get a little wrinkled or smelly, hang them up in the bathroom while you take a hot, steamy shower. The hot, moist air eases wrinkles and smells from your clothes.

What to add to the base list above for a five-day business trip:

• 2 pairs of socks
• 2 pairs of underwear
• 1 blouse or dress shirt
• 1 casual shirt to dress up or down

Overnight Business Trip Packing List

Ready for a quick, easy packing list for a one-night business trip? Reduce the number of items in your one-day work trip packing list by two.

Pack an outfit, wear an outfit, and add the non-clothing essentials.

What to pack for an overnight business trip:

• 1 dress shirt
• 1 casual shirt
• 1 pair of dress pants or skirt
• 1 pair of casual pants
• 1-2 pairs of shoes (one dress pair and one athletic)
• 1 pair of underwear
• 1 pair of socks
• 1 blazer or jacket
• Book or kindle
• Notebook and pen
• Ear plugs and eye mask
• Travel adaptor and passport (if international)

Steal a page from George Clooney’s well-refined playbook from  Up in The Air  and streamline your airport experience by packing only in a carry on bag . You’ll save time at the airport and feel more confident.

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Laura’s first trip was when she was 3 months old, instilling an insatiable wanderlust. She hasn’t stopped traveling, or writing about it. As an expert in carry on travel, she’s flown on over 100 flights with only a carry on bag. Even on trips with her husband and kids.

She believes travel is the great educator — and vital to our humanity.

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These Are the Busiest Travel Days of the Year, According to TSA

The holidays and holiday weekends often bring with them some of the most congested days at the country’s airports and on the roads..

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The Tuesday and Wednesday just before Thanksgiving and the Sunday after Thanksgiving are often among the busiest travel days of the year.

Photo by Jim Lambert / Shutterstock

Every year, millions of people embark on journeys, whether for business or leisure. After a few years of much less crowded airports due to the pandemic, the International Air Transport Association is reporting that passenger numbers are just about what they were prepandemic levels.

However, there have already been a number of days that have surpassed prepandemic levels and they’ve largely fallen right before or after holidays.

Take Independence Day, for example. In 2023, AAA projected that 4.17 million people flew over the July Fourth holiday period, surpassing the previous air travel record of 3.91 million travelers, set in 2019. Similarly, TSA screened a record number of passengers on the Sunday following Thanksgiving in 2022, with more than 2.56 million passengers.

According to the TSA, the busiest travel days of the year are usually the Tuesday and Wednesday before Thanksgiving and the Sunday after Thanksgiving . TSA recorded its highest passenger screening volume in its history on the Sunday after Thanksgiving in 2019, when nearly 2.9 million passengers passed through TSA checkpoints. But Thanksgiving and Christmas aren’t the only times we can expect busy airports. Here are the busiest travel day of the year.

Busiest travel days of the year

Thanksgiving and Christmas tend to be the busiest travel days of the year, but other holidays like Memorial Day, July Fourth, and Labor Day also see some of the highest volumes of air passengers.

So far this year, daily passenger numbers have been growing each month. In all of 2022, only one day had more than 2.5 million air passengers in the United States: November 27 (the Sunday after Thanksgiving), with 2.560 million. As of August 20, 2023, there had already been more than 75 days in the calendar year that had surpassed 2.5 million air passengers, according to TSA checkpoint data .

These have been the five busiest travel days in the last full year:

• July 30: 2.793 million passengers
• July 28: 2.785 million passengers
• July 23: 2.789 million passengers
• June 30: 2.884 million passengers (the new record for the busiest air travel day ever in the United States)
• June 16: 2.785 million passengers

For reference, the busiest travel day in all of 2019 was November 27, with 2.882 million passengers.

The busiest travel days around Christmas and New Year’s, historically

As for Christmas and New Year’s Eve, the number of travelers is likely to ramp up during the end of December and into early January as well. In 2019, the highest number of travelers during the Christmas and New Year period was on Friday, December 17 (one week before Christmas), when 2.6 million travelers passed through TSA checkpoints. The second busiest day was Christmas Eve, with 2.58 million travelers, followed by the day after Christmas with 2.57 million travelers.

New York City consistently ranks as one of the top domestic travel destinations for the holidays.

Photo by Elias Andres Jose/Unsplash

Tips for flying during the busiest times of the year

There are a few ways to make travel easier and clear busy TSA checkpoints more quickly, this holiday season.

Get TSA PreCheck, Clear, and/or Global Entry

Never have these security expediting services been more valuable than during the current congestion happening at U.S. airports. TSA PreCheck recently reduced its prices from $85 to $78 for a five-year membership, and it’s only $70 to renew . Clear costs $189 per year. International travelers should consider the $100 Global Entry, which includes TSA PreCheck, for expedited customs screening upon arrival in the United States—and there’s a secret way to speed up the application process .

Check to see if your airport has a fast-pass security lane you can book in advance—for free

No TSA PreCheck or Clear? Select U.S. airports are giving travelers the option to make an advance “fast pass” reservation to head to the front of the security line—free of charge. We’ve compiled the full list of airports that offer this service .

Consider traveling with carry-on only

For those who don’t want to risk their luggage getting lost during a busy travel time when airports remain understaffed, traveling with carry-on may be your best bet. Another alternative? Luggage-shipping services .

Know what you can bring through security

If you’re traveling with carry-on, know what you can and cannot pack in said carry-on. By now, you know you can only carry on liquids in containers 3.4 ounces or smaller, so be sure that holiday items such as gravy, cranberry sauce, or wine are either left behind or packed in a checked bag as they are considered liquids and could otherwise be confiscated (and create delays). Check AFAR’s in-depth guide to what foods you can bring through TSA to make sure that what you’ve packed in your carry-on can pass through security.

Thoroughly check your bags before leaving the house

TSA recommends that travelers fully empty their bags prior to packing to make sure that they don’t accidentally bring something to the airport that they didn’t intend to bring, which could cause further delays.

Monitor the weather

Check the weather and forecasts that are available on sites such as the National Weather Service , the Weather Channel , and AccuWeather so that you can be prepared for possible disruptions and establish back-up plans for delayed travel.

Get to the airport earlier than you’d think

The lines and wait times at the country’s airports (and abroad, too) are longer than they’ve been in years. Best to arrive early and have some extra time postsecurity than risk missing your flight waiting in an hours-long check-in or security line. Aim for at least two hours before domestic flights and at least three for international flights.

Know if and when you are due a refund because of a delayed or canceled flight

On September 1, the U.S. Department of Transportation (DOT) launched a new Aviation Consumer Protection website to help travelers track down what kind of refunds or compensation their airline should provide when there is a cancellation or delay.

Airlines aren’t required to compensate passengers when flights are delayed or canceled due to problems deemed beyond the company’s control, like bad weather. They also aren’t required to provide a refund when the passenger initiates the cancellation or flight change. But a refund is required by U.S. law when the airline cancels, delays, or alters a flight, or passengers are involuntarily bumped from a flight that is oversold or due to issues originating from the airline, such as operational or staffing problems.

Additionally, after the federal government began cracking down on airlines this year, all of the major U.S. airlines vowed to provide meal vouchers for delays of more than three hours and to provide transfers and hotel stays to passengers affected by an overnight cancellation. They have all also agreed to rebook travelers on an alternate flight at no added cost due to a delay or cancellation and most will also rebook on a partner airline.

This article originally appeared online in 2018; it was most recently updated in August 2023 to include current information.

More From Forbes

The rising dark side of business travel ceos need to pay attention to.

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It's time for companies to rethink their approach to business travel.

The business landscape has rapidly changed since the pandemic, with remote work and hybrid models becoming more prominent. Despite these workforce shifts, one aspect remains constant: business travel.

Business travel is back in full force following an expected dip during the pandemic. Corporate travel budgets are returning to pre-pandemic levels, and more companies are planning budget expansions. A Morgan Stanley survey revealed that over two-thirds of companies with under $1 billion in annual revenue anticipated increased travel budgets in the coming year.

The Impact of Frequently Flying

Frequent travel can significantly impact an individual's physical, emotional, and mental well-being . While companies prioritize conventional risk management areas, they often overlook the personal well-being of their travelers. From maintaining a healthy diet to proper sleep and various emotional components such as loneliness and separation, business travelers encounter numerous potential long-term health disruptions that non-traveling employees don't face.

Business travelers had higher claims than non-travelers for all health conditions across the board, along with a higher likelihood of stress-related disorders, as reported in the Harvard Business Review . Lastly, as shared in the Journal of Occupational and Environmental Medicine , frequent business travel adversely affects overall body composition, leading to risks of obesity and various other ailments if left unmanaged, such as heart disease and diabetes.

More and more companies are prioritizing workplace wellness due to factors such as obesity's $400 billion impact on companies . Corporate travel wellness programs are a necessary part of the equation as well. As you look to implement a modern and more robust travel wellness program, start with these two areas:

Huawei s Pura 70 Ultra Beats iPhone With Pioneering New Feature

The juan soto trade has helped both the yankees and the san diego padres, four reportedly hurt after army horses run loose through central london, embrace bleisure travel.

When attracting and retaining the best people, more and more employees choose lifestyle over salary . It's not out of laziness. It's out of a desire for work-life integration. With this in mind, organizations can embrace employees' desires through bleisure . Organizations can promote work-life integration and rejuvenation by allowing employees to combine business trips with leisure activities.

Implementing flexible travel policies that enable team members to extend their trips on the back end is a way to improve employee satisfaction, productivity, and retention rates. Research shows that 89% of business travelers wanted to add a private holiday to their business trips. Traveling for work is energetically demanding, physically and mentally. A few extra days for leisure allow team members to process their trip, recharge, and return at total capacity.

Treat Your Employees Like Athletes

Just as professional athletes require careful management of their physical, emotional, and mental well-being , so do business travelers. Business travel is a stressor with a high burnout rate and decreased performance across the board. As you revamp your corporate wellness travel program, consider your approach to business travel as a sports team thinks of traveling to play an away game.

As you prepare the company playbook for healthier and more productive business traveling, consider the following:

• Providing support for handling jet lag
• Offering advice on maintaining healthy sleep and nutritional habits away from home
• Investing in business class and non-stop flights
• Providing hotels that have conducive amenities for optimal well-being
• Ensuring team members reside in centrally located hotels or apartment hotels

Business travel isn't going anywhere anytime soon, as the average business traveler takes roughly 6.8 trips per year, with business travel in the U.S. from domestic and international travelers also accounting for $387 billion in annual revenue, according to research shared over at Zippia . Incorporating travel wellness initiatives isn't merely an expense; it's an investment in employees' health and performance.

As organizations revamp their corporate travel programs, prioritizing their travelers' well-being is paramount. By implementing strategies to support travel wellness, companies can ensure that their employees remain healthy, engaged, and effective representatives of their companies.

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