New research has revealed that 85 percent of UK business travellers struggle with company expense systems, with over a quarter covering costs on personal credit cards.
The findings, from business travel and expense platform TravelPerk, found a pattern of ongoing financial and administrative burden placed on employees due to outdated and manual reimbursement processes.
The survey, which included responses from 1,000 UK-based employees who travel for work, found that 29 percent of respondents regularly use personal credit cards for work-related purchases. With 31 percent experiencing delayed reimbursements, many are left exposed to late payment fees and other charges. These delays often result in direct financial loss and added stress.
Roy Hefer, Chief Financial Officer at TravelPerk, said, “Travel expenses dominate company P&Ls, yet most businesses still subject employees to manual, disconnected processes that our research shows creates real financial hardship. When 85 percent of UK employees struggle with expenses and over a quarter use personal credit cards, this becomes more than an efficiency problem.”
Hefer added that businesses could reduce the strain on employees by embedding policy controls at the point of booking, applying automation through the claim process and using technology like AI to improve receipt handling.
“You’re not only freeing up your employees’ day from unnecessary paperwork but also giving them back their time to focus on what really matters,” he said.
Lack of clarity and manual processes
The research also pointed to a lack of transparency around company expense policies. One in five employees (20%) reported being unclear on what costs are reimbursable, and nearly a third (30%) expressed concerns about exceeding company budgets. Without clear guidance, employees face uncertainty when making bookings or purchases for work travel, and companies risk non-compliance with internal policies.
A further 22 percent of respondents described their current expense system as too complicated, while 24 percent said they simply do not have the time to complete reimbursement claims. The complexity of submitting expenses discourages employees from filing claims, increasing the likelihood of lost receipts and delays.
In response, many employees are calling for better automation. When asked how AI could improve business travel, 24 percent of respondents said automated expense processing was their top priority. Such improvements could speed up reimbursement times and reduce the administrative workload for both staff and finance teams.
Consumer platforms and missing receipts
More than a third (38%) of business travellers in the UK continue to use consumer travel websites rather than company-approved platforms. This practice can create difficulties for finance teams trying to track, categorise and reconcile expenses. Additionally, 22 percent of respondents admitted to losing receipts while travelling, which adds further delays to claim processing and increases the risk of non-compliance with finance reporting standards.
TravelPerk’s report argues that using an integrated platform for booking and managing travel and expenses can significantly improve transparency and compliance. With all information in one place, finance teams are better equipped to manage spending, track reimbursements and avoid duplicated effort.
GVB, a European mobility provider, recently adopted an automated expense solution. Philipp Röthlisberger, Member of GVB’s Innovation Board, said the move had reduced time spent on filing expenses from 15 minutes to 10 seconds.
“It used to take maybe 10–15 minutes to enter an expense report. Now it’s 10 seconds flat – a timesaving factor of 60,” he said. GVB estimates the new system has saved more than 300 hours of employee time annually.
Alessandra Pacelli is a journalist and author contributing to HRreview, an HR news and opinion publication, where she covers topics including labour market trends, employment costs, and workplace issues. She is a journalism graduate and self-described lifelong dog lover who has also written for Dogs Today magazine since 2014.
- Alessandra Pacelli
- Alessandra Pacelli
- Alessandra Pacelli
- Alessandra Pacelli
