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Contact us any time: support@ezbiztrip.com

How to use Expense Claim for non travel related expenses?

1. Log in to your corporate account
2. Ensure your expense report has already been created
3. Go to “Expenses” at the top menu
4. Choose the expense report that you want to tag your expenses to
5. Click on “Add New Expense”
6. Enter all relevant expense details and click “save”

How to use Expense Claim for travel expenses?

1. Log in to your corporate account
2. Ensure your trip request has already been submitted and approved
3. Go to “Expenses” at the top menu
4. Choose the trip that you want to tag your expenses to
5. Click on “+ Add Expense”
6. Enter all relevant expense details and click “save”

How to attach receipts/bills on expense?

To attach receipts/bills/invoices on expense:

1. At the add expense report page, click on “Photo/File”
2. Attach receipts/bills of your expense by selecting from your computer/mobile device or drag and drop files to add expense screen.
3. According to your company policy, you should provide receipts for expenses listed below.

Note: You may attach scanned images or file from your computer. Click upload button and select a .png, .jpg, .jpeg, .pdf for upload up to 4 files and 2MB limit per file.

How can I view expense status?

You will be updated via email about your expense request status whether they are approved or rejected.
You can access to “Expense” and see the latest updated status of each expense by trip.

How can I add & claim expense?

When your trip request has been approved, you can add expense for your trip along with book a flight/hotel for your trip. You only need to click on “Add expense” button on My Travel page or on Expense page.

  • Name of expenses: Your expense name, e.g Hotel cost in California, Flight ticket to Bangkok…
  • Add to trip: You can choose to assign expense to a trip which has been created. 
  • Expense category: You can choose expense category for report later.
  • Vendor name: Name of vendor providing services
  • City: Name of city used
  • Attendees: Insert employee’s email and sharing percentage of the expense. The system will allocate cost to each person after employer approved. 
  • Transaction date: Date of expense made
  • Account: Type of account used to pay for expenses
  • Amount: expense amount 
  • Receipt: receipt/bills of expense should be input here.Message: Leave messages to your employer about your expense claim
  • Message: Leave messages to your employer about your expense claim

After created, your expense will be saved on Expense part of each trip. You could click on button “Claim” to send expense request to manager for approval and you would no longer edit your expense. If your expenses are rejected or approved, you will be notified via email for the final decision.

What are expense categories?

Expense categories are list of required costs for a business trip, including:

1. Flights: flight cost that you pay for flight service when you go on business trips. Airfare is calculated based on real-time market rate availability, comparing to travel policy of flight class and hard cap limitation.
2. Hotels: accommodation cost that you pay for when you go on business trips. Hotel cost is calculated based on real-time market rate availability, comparing to star hotel and hard cap limitation.
3. Transportation: used for car renting, taxi travelling etc. and is set up by company admin for each level of employees. The cost is hard cap limitation per day, the total cost is multiple to number of business trip days.
4. Daily Meals: used for daily meal (per diem) and is set up by company admin for each level of employees. The cost is hard cap limitation per day, the total cost is multiple to number of business trip days.
5. Other costs: supplementary cost that you request such as guest dining, documentation printing, or some extra costs that are not covered by the above expense categories.
These categories are for you to input your budget based on your company’s policy. If you do not have a budget, our system will automatically input the average cost of each category.