Best Travel Payment Solutions to Manage Company Travel

Employees frequently travel for work as the world becomes more interconnected and businesses expand their reach. This increasing travel volume emphasizes the need for efficient expense management to optimize financial operations and enhance employee experiences. 

Fortunately, with the advent of modern technology, managing corporate travel expenses has become more seamless than ever before. The key lies in understanding the organization’s unique needs and finding a payment method that aligns with its goals.

In this blog, we will explore the best travel payment solutions available in the market and delve into the pros and cons of each option. 

Personal Cards

In many small businesses and startups, employees use personal cards to pay for travel expenses. After the trip, they submit expense reports to get reimbursements. The process is simple, but it can be tricky to keep track of everything, and some companies may find better solutions as they grow.

Pros 

• Compared to issuing corporate cards or implementing specialized payment systems, using personal cards is cost-effective for the company.
• If the company’s travel needs are infrequent or limited to a few employees, using personal cards can be a convenient
• When employees use their personal cards, they may be more conscious of their spending as they must submit expense reports for reimbursement.

Cons

• With employees using their personal cards, ensuring compliance with the company’s travel and expense policies becomes more challenging.
• Personal cards might not have the same level of security features and fraud protection as corporate cards.
• Employees have to pay from their pockets, leading to reduced satisfaction.

Corporate Cards

Corporate cards are one of the best choices for travel payment solutions. Companies can issue dedicated corporate credit cards to employees for travel expenses. These cards offer centralized expense tracking, making managing and controlling travel expenses easier. Unlike personal credit cards, which individuals apply for based on their creditworthiness, corporate credit cards are issued to the company itself.

Pros

• Employees no longer need to use their personal funds to cover travel expenses and wait for expense reimbursement. 
• Corporate cards often provide real-time reporting, allowing managers to view travel expenses as they occur.
• Corporate cards have advanced security features such as fraud protection and spending limits.
• Corporate cards simplify the reconciliation procedure.

Cons

• Corporate cards may involve a more complex application process than personal cards. 
• Corporate cards may come with annual fees, transaction fees, and other charges that add to the company’s expenses.
• Companies are usually liable for misuse of corporate cards.

Digital Wallets

Digital wallets, also known as mobile wallets or e-wallets, are digital platforms that allow users to store payment information securely on their mobile phones. 

These wallets facilitate quick and convenient transactions without carrying physical cash or cards. Integrating mobile wallet solutions into a company’s travel payment system can offer several benefits for both the company and its employees.

Pros

• Digital wallets support contactless payments, enabling employees to make quick transactions with just a scan of their smartphones. 
• Digital wallets use advanced security features like biometric authentication.
• Some digital wallets offer peer-to-peer payment capabilities, allowing employees to split expenses during travel. 
• Many digital wallets integrate with travel-related apps, such as ride-sharing services.

Cons

• While digital wallets are becoming more widely accepted, not all merchants may support this payment method.
• Digital wallets rely on technology to work effectively and may cause trouble in areas with poor internet connectivity.

Virtual Payment Solutions

Virtual payment solutions are also known as single-use credit cards. When a virtual payment card is issued, it generates a unique 16-digit credit card number, just like a physical credit card. 

However, unlike traditional cards, virtual card numbers are typically valid for single use or a specific time frame. Plus, they do not have a physical presence and only exist in a digital format. These cards are designed to offer enhanced security in business travel management.

Pros

• Each virtual card number is isolated from the user’s primary credit card account. This adds an extra layer of security.
• Since virtual payment cards have limited validity, they are less prone to data breaches or card skimming.
• Companies can issue these cards with spending limits, making them ideal for controlling employee expenses. 

Cons

• Not all vendors and merchants may accept virtual payment cards
• Managing multiple virtual payment cards for various employees and expenses can become complex
• Some employees may be unfamiliar with using virtual payment cards

Prepaid Travel Cards

Travel payment solutions, such as prepaid travel cards, are specifically designed for travel purposes. These cards are not linked to a bank account or credit line. Instead, users load them with a specific amount of money before their trip. You can load the card with the currency you need during the trip.

Pros

• Prepaid travel cards allow companies to allocate a specific amount of money to each employee for their business travel.
• Prepaid travel cards are not linked to employees’ primary bank accounts.
• Prepaid travel cards are protected with PINs or passwords, enhancing security during business trips.
• Many prepaid travel cards support multiple currencies, making them ideal for international travel.

Cons

• Reloading funds onto prepaid travel cards may take time.
• Prepaid travel cards may come with various fees, such as initial issuance fees and reload fees.
• Prepaid travel cards may have expiration dates. This means that any remaining funds on the card after the validity period may be forfeited. 

Choose the Right Travel Payment Solutions

After learning the pros and cons of each travel payment solution, you can decide which solution suits your business best. However, regardless of the payment solution you choose, you will need a travel and expense management system that integrates with them for effective management of your finances. 

ITILITE is a modern travel and expense management solution that allows you to seamlessly integrate any of these payment solutions. With ITILITE, you can pay for travel using personal and corporate cards and also through e-wallet. What’s more? You can get up to 2.5% cashback on each transaction.  

Plus, ITILITE automatically validates the expenses against the policy, ensuring 100% compliance. You can also get extensive travel data through customizable dashboards and reports. 

So, what are you waiting for? Take the first step toward efficient expense management by booking a free demo now.