First, you need to find out the travel policies and procedures from HR or accounts payable. All expenses must be substantiated.The cost of hotels, airfare, conference and more require a detailed receipt of the expense. If they lose a receipt, the expense can't be submitted and reimbursed. Now the employee is paying for business travel with personal money. . Please include an itemized list of expenses and all necessary receipts. The IRS has guidelines for businessrelated travel deductions that every business owner should be aware of before their next trip. This comprehensive guide on "how to charge clients for travel expenses" will walk you through the essential steps while keeping their satisfaction in mind. The itemized rental car receipt is required for reimbursement. To comply with both the DOL and the IRS rules and regulations, the Dallas TX Area Local Expense.