EasyDo 365Submitting Travel Expense Requests
Submit and track travel and entertainment expense approvals in EasyDo 365 for business trips and client meetings
Submitting Travel Expense Requests
Travel expense requests enable employees to obtain approval for business travel costs including transportation, accommodation, meals, and related expenses. This ensures compliance with travel policies, budget control, and proper documentation of business-related travel expenditures.
Video Tutorial
Prerequisites
- Active EasyDo 365 account
- Reporting manager assigned
- Travel receipts and documentation
- Understanding of company travel policy
Submitting a Travel Expense Request
Access the App
Open the EasyDo Tasks app on your phone and navigate to your manager's chat.
Open Request Approval
Tap the plus icon and select Request Approval from the options menu.
Select Travel Expense
In the request approval menu, tap Travel Expense. The travel expense form opens.
Enter Travel Details
Company: Select the relevant company entity.
Reference Number: Enter trip number, booking reference, or internal tracking number.
Date: Select travel date or expense date using the date picker.
Title: Provide a clear description (e.g., "Client Visit - Delhi Trip - March 2024").
Amount: Enter total travel expenses amount.
Notes: Include comprehensive details:
- Travel purpose and business justification
- Destination and dates
- Meetings or events attended
- Breakdown of expenses (airfare, hotel, meals, local transport, etc.)
- Per diem calculations if applicable
- Any exceptional circumstances
Attach Documentation
Tap the attachment icon and add all supporting documents:
- Flight/train tickets and boarding passes
- Hotel invoices and receipts
- Taxi/ride-sharing receipts
- Meal receipts
- Other expense receipts
- Travel authorization (if pre-approved)
Submit for Approval
Review all details and tap Submit. Your travel expense request is sent to your manager for approval.
Travel Expense Categories
Transportation
- Airfare (economy class per policy)
- Train tickets
- Rental car expenses
- Taxi and ride-sharing services
- Parking and tolls
- Mileage reimbursement (personal vehicle)
Accommodation
- Hotel room charges
- Accommodation taxes and fees
- Extended stay lodging
- Alternative accommodation (Airbnb if policy allows)
Meals and Entertainment
- Business meals (within per diem limits)
- Client entertainment
- Team meals during travel
- Conference or event catering
Miscellaneous
- Wi-Fi and communication charges
- Baggage fees
- Conference registration fees
- Business center services
- Visa and travel documentation fees
Company Travel Policy Compliance
Ensure your travel expenses comply with policy:
- Class of Travel: Follow airline class restrictions
- Accommodation Limits: Stay within nightly rate limits
- Meal Allowances: Adhere to per diem rates
- Advance Approval: Obtain pre-travel authorization if required
- Preferred Vendors: Use company-approved travel vendors
- Booking Windows: Book within policy timeframes
- Receipt Requirements: Keep all receipts above minimum threshold
Best Practices
Before Travel
- Get pre-approval for trips if required by policy
- Book through approved channels
- Understand per diem and reimbursement limits
- Keep budget considerations in mind
- Plan economical travel options
During Travel
- Keep ALL receipts (even small ones)
- Take photos of receipts immediately
- Track expenses daily
- Stay within policy limits
- Document business purpose of each expense
After Travel
- Submit expense report promptly (usually within 30 days)
- Organize receipts logically
- Provide clear descriptions
- Calculate totals accurately
- Include all required documentation
Documentation Requirements
Required Information on Receipts
- Vendor name and address
- Date of transaction
- Itemized list of charges
- Payment method
- Total amount paid
- Tax/GST breakdown (if applicable)
Unacceptable Documentation
- Credit card statements alone (need itemized receipts)
- Handwritten notes (unless original receipt lost)
- Illegible or damaged receipts
- Missing vendor information
Tips for Smooth Approval
- Prompt Submission: Submit within 7-14 days of trip completion
- Clear Categories: Separate expenses by type in your notes
- Business Purpose: Always explain the business justification
- Complete Package: Submit all receipts at once
- Currency Conversion: Note exchange rates for foreign travel
- Compare Rates: Show you chose economical options
- Policy Adherence: Highlight compliance with travel policy
Common Issues and Solutions
Lost Receipts
- Submit lost receipt affidavit (if policy allows)
- Provide bank/card statements as backup
- Explain circumstances in notes
- May require manager override
Over-Policy Expenses
- Get advance approval for exceptions
- Provide justification for policy deviations
- May require higher-level approval
- Could result in partial reimbursement
Foreign Currency
- Convert to home currency using appropriate exchange rate
- Note exchange rate used
- Attach credit card statement showing actual charge
- Include conversion calculation
Related Resources
- General Expense - Other expense types
- Reimbursement - General reimbursements
- Operational Expense - Business expenses
Need Help?
Contact your finance team for travel policy questions or IT support for submission issues.