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T&E trend: Focusing on your company’s non-employee expenses

T and E trend: Focusing on your company's non-employee expenses
Alyssa Evans
by Alyssa Evans
January 16, 2020
  • Finance Technology
2 minute read
  • SHARE ON

Heads up, finance leaders. There’s a critical shift happening in the travel expense management world centered around non-employee expenses.

For a long time, travel expense management mostly focused on traditional employees, like your salespeople, field techs and executives. But that left a glaring gap for non-employees, including:

  • contractors
  • vendors
  • board members
  • job candidates
  • interns, and
  • employees’ family members.

Filling the gap

As of late, some providers in the software market noticed and began working to fill that gap. One prime example: In 2019, BTN’s Business Travel Innovator Award and its People’s Choice Award both went to business travel software Pana, which focuses on helping companies with non-employee travel.

BTN shined a light on this type of solution because managing non-employee travel is a growing challenge, especially for the finance teams handling trip details and expenses.

Now, to stay ahead, companies are looking to address non-employee travel with newer software or other process changes.

Persistent pain points

Typically, companies have separate processes for employee and non-employee expenses, explains BTN. And even if you have a great T&E process, non-employee expenses can present unique challenges with communication, compliance and payment.

It’s a tricky niche because companies usually don’t have profiles or payment methods for many non-employees, says The Company Dime. And trips booked outside the normal process can lead to inefficient spend and leakage with data and reporting.

Plus, a company’s reputation may be on the line if a non-employee has a poor travel experience. It could turn away a great candidate or tarnish a good vendor relationship.

That being said, some companies have workarounds in place to handle non-employee expenses. But as non-employee travel continues to grow and impact business reputations and bottom lines, companies want a more permanent fix.

What works for your company?

With others involved in T&E (e.g., A/P, IT, travel coordinators), consider how you should address non-employee travel. That may mean adding software, changing processes, etc.

Of course, your method will largely depend on how much non-employee travel you manage. For example: Does your company bring on a lot of traveling contractors? Are you intern-heavy? Is HR scouting recruits who live far away?

Take a look at your company’s current numbers and future plans to help you weigh your options.

Alyssa Evans
Alyssa Evans
Alyssa, a member of the CFO Daily News staff, has written extensively on business and finance for several years. She has produced content for accounts payable professionals and finance executives and has developed whitepapers and infographics for the finance and accounting industry.

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