Business traveler's guideA 2026 checklist: before the trip, on the road and after you return

• The business trip order is signedIt states the city or country, dates, purpose and funding source. Without an order, the company may not accept your expenses.
• You have read the travel policyNot needed with FBTLimits on the hotel price per night, flight class, taxi, baggage and per diem.
• You know how you pay: from an advance or with your own moneyNot needed with FBTIn the second case, your expenses are reimbursed after the report.
• You know which documents the accounting department expectsNot needed with FBTAnd who the invoices should be issued to: you as an individual, or the company (then you need its BIN, business identification number). The full list is in Stage 3.
• If your dates may shift, you have chosen flexible termsA fare with exchange or refund, a hotel with free cancellation.

• Your ID card is valid until the end of the tripThe name on the ticket matches the ID letter for letter. The digital ID in eGov Mobile is only a backup: check with the airline before departure whether it accepts it.
• Flight and hotel dates match the order
• Baggage and carry-on are checked against your fareLow-cost airlines often sell tickets without baggage.
• You haven't forgotten online check-inIt usually opens a day before departure. Check the exact time in your ticket.

• Your international passport is valid for at least 6 months after you returnMany countries require this. For Schengen, 3 months after departure is enough, but the passport must have been issued less than 10 years ago. You need 2 blank pages.
• The visa regime is checkedCheck the information from the Ministry of Foreign Affairs of Kazakhstan and the embassy of your destination country: the rules change.
• Visa-free entry fits your purposeIt does not give you the right to work. In many countries it covers negotiations and meetings, but in some it applies to tourism only. If in doubt, ask the embassy.
• Electronic permits are issuedDo it with FBTThis means an eVisa, ETA or arrival form, if the country requires one.Freedom Business Travel will arrange your visa, eVisa or ETA: send the manager the country and travel dates.
• Your invitation, employer letter, hotel booking and return ticket are on your phone and on paperThey may be requested at the border.
• Your health insurance covers all days of the tripDo it with FBTFor Schengen, coverage must be at least €30,000.Freedom Business Travel will arrange insurance for every day of the trip, including Schengen cover.
• Transit is checkedFind out whether you need a transit visa in the connecting country. If you bought connecting tickets separately, leave extra time.
• Customs rules are studiedCheck the limits on bringing in currency, product samples, trade show equipment and medication. Medication needs a prescription in English.
• Your bank card works in the destination countryYour bank knows about the trip, and you carry some spare cash.
• Scans of your documents are stored in the cloud and with a colleaguePassport, visa, insurance, order.

• Your eSIM is activated before departure or a roaming package is connectedKeep your main SIM for SMS from your bank and eGov.
• The receipt for your eSIM or roaming is savedMany companies reimburse mobile costs.
• A translator with an offline language is installed on your phoneGoogle Translate and Yandex Translate can translate through the camera. For China, download an offline pack and set up a VPN.
• Offline city maps are downloadedOrder taxis through an app: it keeps the receipt.
• Key contacts are at handFreedom Travel support, your insurer, the Kazakhstan embassy or consulate, your host organization, your manager.
• You have a plug adapter and a power bankPack the power bank in your carry-on only.

• Photograph each receipt on the day of purchaseThermal paper fades. Keep the originals in one envelope.
• Keep work and personal expenses separatePay for them with different cards or ask for separate receipts.
• Pay in the local currencyDecline conversion at the terminal's rate. Keep your card statement or currency exchange receipts.
• If a flight is delayed or canceled, ask the airline for a certificateIt will explain the extra day and expenses.
• If you received an advance, keep an expense sheet by dayThat way you won't go over the limit.

• 1Collect the originalsTickets and boarding passes, the hotel bill with the receipt, visa and insurance receipts, all other receipts.
• 2Fill in the expense reportTake the form from your company's accounting policy. Put each expense on a separate line with a reference to the document.
• 3If your dates or route changed, attach your manager's approvalIt is needed to amend the order.
• 4Write a short report on the resultsIf your company requires it: meetings and agreements.
• 5Submit the report on timeThe deadline is set by the company's internal business trip regulation. Ask the accounting department about it in advance.
• 6Settle up with the companyReturn any unspent advance to the cash desk or to the account, otherwise it may be deducted from your salary. An overspend within policy will be reimbursed to you.

Advance or your own money: what's the difference