Travel Reimbursement
One report for the whole trip.
Every business trip in one place — the miles you drive, the nights you stay, and the meal per diem that comes with them. Log it from your phone, submit a single report, and each part routes to the right approver automatically. No spreadsheets, no chasing IRS rates, no email threads.
How it works
Three steps from the parking lot to your paycheck.
Log the whole trip
Open the tool on your phone. Log mileage address-to-address — the IRS rate and the daily mileage reduction are applied for you — then add any overnight stay with its receipt and turn on the meal per diem. It all lives on one report.
Save your regular drives as routes so logging mileage becomes a single tap.
Submit once — it routes itself
Submit the report and the tool sends each part to the right person: mileage to your manager, lodging and meal per diem to your business unit head. Each section is reviewed on its own.
A section sent back comes with a specific reason — fix just that part and resubmit, no starting over.
You're reimbursed
Once every section is approved, the report feeds the accounting export and is paid through payroll based on the pay period it cleared. You're notified the moment an approver acts.
Pending reports surface in your daily digest email and the notification bell so nothing stalls.
See it in action
What you’ll see inside the tool.
Logging mileage
Pick a saved route or enter addresses — the reimbursement calculates automatically.
June 2026 Report
Mileage · Lodging · Meals
Add a trip
DATE
SAVED ROUTE
START
END
14.2 miles
IRS rate · auto-applied
$9.51
Trips this report · 2 added
Office → Pine Ridge Apts
Jun 6 · 11.8 mi
$7.91
Office → City Hall (permits)
Jun 7 · 3.4 mi
$2.28
Saved routes
Frequent legs become one-click adds. Build your library once, use it every week.
My Saved Routes
14.2 mi · Used 12×
11.8 mi · Used 8×
4.1 mi · Used 5×
3.4 mi · Used 4×
Lodging & meal per diem
Record an overnight stay, attach the folio, and add the meal per diem — no meal receipts needed.
Add lodging
PROVIDER
CHECK-IN
CHECK-OUT
marriott-folio.pdf
Also request meal per diem
2 approved nights added
Approved section by section
Mileage goes to your manager; lodging and meal per diem to your business unit head. Each clears on its own.
June 2026
Report EXP-2026-06-0007
Mileage
6 trips · 88.2 mi
$59.09
Approved · manager
Lodging
1 stay · Marriott
$258.00
In review · BU head
Meal per diem
2 approved nights
In review · BU head
Mileage is cleared while lodging & meals finish review
Why you’ll use it
Travel reimbursement shouldn’t be work.
The old way meant a mileage spreadsheet, a lodging receipt buried in email, and a separate note about meals — then a reminder three weeks later when nothing got processed. Travel Reimbursement folds it into one report that routes itself.
One report for the whole trip
Mileage, lodging, and meal per diem all live on a single monthly report instead of three separate processes.
Log it from the parking lot
The whole thing takes under a minute on your phone. No waiting until you're back at a desk.
The IRS rate is never stale
The current rate is applied automatically, and the daily mileage reduction is handled for you. You never under-claim because a formula was out of date.
Routed to the right approver
Mileage goes to your manager; lodging and meal per diem to your business unit head — automatically, and approved section by section.
Frequent routes: one click
Save the routes you drive every week. Adding a trip to your report becomes a tap, not a form.
Nothing falls through the cracks
Pending reports surface in your daily digest email and the notification bell. If something needs attention, you'll know.
Who uses it
Built for the field and for the people who approve it.
Employees
Anyone who travels for work — property managers, maintenance, leasing agents, and staff making site visits or overnight trips. Log mileage, add lodging and the meal per diem, and submit one report for approval.
- Log trips from your phone in seconds
- Save your most-driven routes for one-click logging
- Add overnight lodging and the meal per diem
- Track each section's status in real time
- Get notified the moment a section is approved or returned
Managers
Managers approve the mileage on their team’s reports — and see only their own people, no noise from the rest of the org. Approve in a click, or send it back with a note explaining exactly what to fix.
- Review only the reports assigned to you
- Trip-by-trip detail before you approve
- Approve mileage or send back with a reason
- Returned reports come back automatically when corrected
- Notification bell and daily digest surface what's pending
Business unit heads
Business unit heads preapprove overnight travel and approve the lodging and meal per diem sections. The itemized folio and the per-diem night count are right there, with a duplicate-stay flag to catch double-billing.
- Approve lodging and meal per diem sections
- Open the itemized folio inline to verify charges
- See the approved-overnight count behind the per diem
- Duplicate-stay warnings flag repeat provider + dates
- Send a section back for a missing receipt or personal charge
Designed for the field, not the office.
The whole workflow — logging a trip, adding a hotel and the meal per diem, building a report, checking approval status — works on any phone browser. No app to download. Open the toolbox on your phone and it adapts. Log the trip before you leave the parking lot.
More in the toolbox