Travel Pay Uncovered: What to Pay, When to Pay, and How to Get It Right

Travel pay can be one of the trickiest areas of payroll compliance. When does employee travel time count as paid work? How should travel hours affect overtime? And when do travel reimbursements become taxable income?

Getting these decisions wrong can lead to payroll errors, employee disputes, unexpected tax liabilities, and potential wage-and-hour violations.

This webinar gives you the practical guidance you need to navigate travel pay with greater clarity and confidence. Learn how federal and state wage laws apply to different travel situations, how to handle reimbursements correctly, and how to avoid common mistakes that can complicate payroll and compliance.

Why Travel Pay Deserves Your Attention

Not all employee travel is treated the same. Ordinary commuting, travel between job sites, overnight business trips, and other work-related journeys can have different pay requirements. Add overtime calculations, state-specific rules, and IRS requirements for travel reimbursements, and even routine payroll decisions can become complicated.

The challenge doesn't end with determining what to pay. You also need to understand how travel payments are classified for tax purposes. Per diems and expense reimbursements may receive different tax treatment depending on how they are structured and administered.

Are your travel pay practices consistent, accurate, and aligned with the applicable rules? This session will help you understand the requirements and make better-informed decisions.

What You'll Learn

By the end of this webinar, you'll be better equipped to:

• Determine compensable travel time: Understand when employees must be paid for travel and when travel time may be excluded.
• Get overtime calculations right: Learn how compensable travel hours can affect overtime pay for nonexempt employees.
• Navigate federal and state requirements: Recognize important differences in travel pay rules, particularly for employees working across multiple states.
• Avoid common payroll mistakes: Identify practices that can lead to inaccurate payments, employee complaints, and compliance challenges.
• Handle travel reimbursements correctly: Understand per diems, accountable plans, nonaccountable plans, and the rules governing expense reimbursements.
• Understand tax implications: Learn when travel allowances and reimbursements may be excluded from income and when they may need to be treated as taxable wages.
• Strengthen internal procedures: Explore practical approaches to consistent documentation, payment decisions, and payroll administration.

Key Topics Covered

• Travel Pay Fundamentals: What Must Be Paid and When
• Ordinary Commuting vs. Work-Related Travel
• Travel Pay Eligibility and Compensable Time
• Common Wage-and-Hour Mistakes and How to Avoid Them
• Travel Time and Overtime Calculations
• Exempt vs. Nonexempt Employees: Important Pay Considerations
• Special Travel Situations, Including Overnight Trips and Travel Between Work Locations
• Federal and State Travel Pay Requirements
• Multi-State Payroll Challenges and Compliance Considerations
• IRS Rules for Business Travel Expenses
• Per Diem Payments and Reimbursement Practices
• Accountable vs. Nonaccountable Plans
• When Travel Reimbursements and Allowances Become Taxable Income

Who Should Attend?

This webinar is designed for professionals responsible for payroll, employee compensation, travel expenses, and compliance, including:

• Payroll managers, administrators, specialists, and practitioners
• Human resources executives, managers, and HR professionals
• Accounting and finance professionals
• Business owners and executive officers
• Operations managers and department heads
• Legal professionals and employment law practitioners
• Anyone responsible for administering employee travel pay or reimbursement policies

Get Travel Pay Right - With Greater Confidence

Travel pay decisions involve more than simply reimbursing expenses or adding hours to a paycheck. Understanding the applicable wage-and-hour rules, overtime requirements, and tax treatment can help you establish more consistent practices and avoid preventable errors.

Join us for this practical training session and gain the knowledge to handle employee travel pay more accurately, confidently, and consistently.

Speaker(s)

Vicki M. Lambert, CPP

Vicki M. Lambert, CPP, is President and Academic Director of The Payroll Advisor™, a firm specializing in payroll education and training. The company’s website www.thepayrolladvisor.com offers a payroll news service which keeps payroll professionals up-to-date on the latest rules and regulations. With 40 years of hands-on experience in all facets of payroll functions as well as over three decades as a trainer and author, Ms. Lambert has become the most sought-after and respected voice in the practice and management of payroll issues. She has conducted open market training seminars on payroll issues across the United States that have been attended by executives and professionals from some of the most prestigious firms in business today. A pioneer in electronic and online education, Ms. Lambert produces and presents payroll related audio seminars, webinars and webcasts for clients, APA chapters and business groups throughout the country. Ms. Lambert is an adjunct faculty member at Brandman University in Southern California where she is the instructor for the American Payroll Association’s “PayTrain” online program offered by Brandman University.

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Credits: 1.5

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Credits: 1.5

Credits: 1.5

In accordance with the standards set forth in Circular 230 section 10.6, CE Credits have been granted based on a 50-minute contact hour.

Credits: 1.5

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