Transfers and Per Diems: What Your Company Might Expect

Most corporate travel policies treat ground transport, including an airport transfer, as a separate reimbursable expense rather than something drawn from a per diem — the per diem is usually scoped to meals and small day-to-day costs, while transport is claimed against its own receipt. That's the general pattern, not a guarantee for your specific employer, so check your policy or ask whoever administers it before assuming your transfer is or isn't covered.

If your transfer is meant to be claimed separately, choosing the company receipt option at booking gets you a receipt made out to your employer with the price and VAT line shown — exactly what a separate transport claim needs. If your policy instead expects transport to come out of your per diem, you'd typically book and pay privately and simply not submit a separate claim, since it's already covered by the allowance you've received.

Whichever applies, keep the receipt after your trip — even if your transport turns out to be covered by the per diem and not separately claimable, some finance teams still want proof of the expense on file, and it costs nothing to have it available if asked.

If you're genuinely unsure which applies, the simplest fix is asking whoever administers your travel policy before you fly rather than after you've claimed (or not claimed) the wrong way — a quick question up front is easier to resolve than an expense report that has to be corrected once it's already been submitted and processed.

Whatever your company decides about the arrival transfer typically applies the same way to the departure leg at the end of the trip — if ground transport is claimed separately on arrival, it's normally claimed separately on departure too, and the same receipt logic applies: choose the company receipt option if it's a separate claim, or book privately if it's meant to come out of your allowance.