What is T&E?

Travel and expense (T&E) management is an important part of your overall expense management process. Creating the right policies and processes is an essential part of running virtually any business.

In this article, we explain everything there is to know about T&E. We dive into some of the most common T&E expenses, explain how effectively managing these costs can help your business, and share some best practices to help you streamline your T&E processes.

What is a T&E expense?

T&E is an acronym for “travel and expense,” but some also interpret it to mean “travel and entertainment.” T&E expenses refer to those expenses employees incur while traveling on business and entertaining clients or partners.

Traditionally, employees submit expense receipts for their T&E transactions and purchases as part of an expense report. If the employee paid for the expenses out of pocket, they’re usually reimbursed.

• Airfare
• Train tickets
• Rental cars
• Taxis and ride share services
• Business mileage
• Hotels and other lodging
• Restaurant meals
• Parking and tolls
• Shipping materials for a business meeting
• Conference costs
• Business communication while on the road
• Trips and gratuities
• Entertainment for clients or employees

‍Is T&E an operating expense?

Yes, T&E is considered an operating expense, covering costs like business travel expenses and entertainment expenses. In accounting, operating expenses represent the costs incurred as part of your day-to-day operations.

You record operating expenses, including all T&E expenses, on your company's income statement below gross profit. This recording helps stakeholders understand your company's operational costs and financial health.

What’s T&E in a contract?

T&E in a contract refers to the policy for claiming travel and related expenses during the contract's execution. It outlines reimbursement rates, approval processes, and who ultimately bears these costs.

This section of a contract helps ensure that expenses are managed fairly, providing a clear framework for both parties to understand and agree upon the allowable travel costs for business purposes, helping avoid potential disputes.

Why is T&E expense management important for businesses?

T&E expenses can add up quickly and often constitute a significant portion of a company’s operational costs. Therefore, it’s important to establish procedures to manage T&E spending effectively.

Here are three reasons why T&E management matters for businesses:

1. Tracking T&E effectively can prevent unexpected costs

T&E is often a necessary and inevitable aspect of doing business. Still, without a system to track and control costs, you can quickly blow your budget, and accounting teams can get backed up dealing with costs they didn’t anticipate.

2. Inaccurate or insufficient reporting of T&E can result in tax issues

T&E costs are tax-deductible, but because they can span such a wide range of business expense categories, it’s important to demonstrate to the IRS that each purchase was business-related. Incorrect expense reports can trigger audits, so accurate reporting is crucial.

For this reason, you want to be thorough with your recordkeeping, keeping an organized log of relevant invoices and paper receipts for all T&E transactions. A well-structured workflow for managing receipts and approvals can significantly streamline the reporting process.

3. Controlling what can (or can’t) be purchased is critical for reducing T&E costs

It may be tempting to send employees on their way with a corporate credit card to cover expenditures on a business trip. But without controls or restrictions, it can result in excessive or unnecessary spending.

This is why many businesses find it helpful to use cards with predefined or actively managed permissions that specify what employees can or can’t purchase on behalf of your business and which vendors they’re allowed to make those purchases from. That way your T&E budget doesn’t get out of control.

Common T&E challenges and how to solve them

Managing T&E can be particularly challenging for small businesses, especially as the Global Business Travel Association predicts increases in T&E costs in 2025. The more your team is on the road, the more it costs, and the more expenses and reports there are to keep track of.

Not only that, as tech advances develop and electronic payment methods become more diverse, it only adds new layers to how you manage expenses. And these things often become even harder to tackle as your business grows.

Here are a few common challenges around managing T&E expenses:

Reimbursement delays

Expense reimbursement is complicated, and delays in repayment can strain operations and damage employee trust. Expense management software with expense reporting automation features can help employees log their T&E purchases more efficiently and streamline the reimbursement process.

Unclear expense policies

Many businesses fail to maintain clear travel policies, leaving rules around T&E spending open to interpretation. While you should provide financial support to your employees while they’re traveling on business, that doesn’t mean that you should open the floodgates to unnecessary purchases.

Having clear company policies around T&E allows employees to spend responsibly and with more confidence, protecting your bottom line and eliminating the need for managers and finance teams to constantly dispute individual purchases.

Error-prone reporting and data entry processes

Manually updating spreadsheets to track expenses is inefficient and error-prone. It also places an unnecessary burden on employees to double-check entries when they should be focused on more important tasks, like entertaining valuable clients and representing your business positively.

Missing receipts

Likewise, employees might not always be careful when it comes to holding onto receipts. These are important both for reimbursement and for tracking expenses and tax deductions. Expense management tools often come with receipt scanners that can help automate the process.

Why Ramp is the best tool to manage T&E

Managing travel and expenses is a constant challenge for businesses of all sizes. From tracking down receipts and expense reports to ensuring policy compliance, the process can be time-consuming and error-prone. Ramp's best-in-class expense management software streamlines T&E management, saving your team hours of manual work while giving them real-time visibility and control.

With Ramp's receipt matching, employees simply take a photo of their receipt and submit it to the platform. Ramp's powerful OCR technology extracts the merchant name, date, and amount, automatically matching the receipt image to the corresponding Ramp card transaction—no more chasing down paper receipts or manually reconciling expenses. On top of simple options to submit via web, mobile app, or email, Ramp also offers text message receipt capture. On-the-go employees can simply text a photo of their receipt to a dedicated Ramp number.

Ramp also makes it easy to create and enforce expense policies to keep spending in check. With category-based controls, you can set granular spend limits by merchant category code, giving you fine-tuned control over where and how much employees can spend. For example, you could allow hotel expenses up to $300 per night while restricting entertainment expenses. Ramp's AI-powered fraud detection adds another layer of protection, proactively flagging suspicious transactions for review.

By automating key parts of the expense management process, Ramp frees up your team from tedious busywork while providing the real-time oversight needed to keep budgets on track. With receipt matching, mobile expense reporting, and granular spend controls, Ramp transforms T&E management from a time-consuming headache into an efficient, compliant, and controlled process.

Modernize your T&E management

Once you define your company’s travel and expense policy, the best way to streamline your travel expense management process is to use Ramp.

Our corporate cards let you set custom vendor controls and spending limits, and our automated expense management system tracks and categorizes your employees’ expenses in real time. Ramp lets you upload your T&E policy directly to the platform so you can get instant notifications about out-of-policy spending—or block it before it even happens.

Check out our interactive demo environment and see why companies that choose Ramp save an average of 5% a year across all spending.