When traveling for business, having the proper documents is essential to claim reimbursements from your employer. Here is a guide to help you request and organize the necessary paperwork:
Documents that are typically required
Invoice or tax receipt
An official invoice or receipt showing the full payment amount, taxes (GST/VAT if applicable), booking details, and your name or company name.
Booking confirmation
The email or PDF document confirming your booking, including the itinerary, fare breakdown, and payment status.
Proof of payment
A bank statement, credit card statement, or payment confirmation email that matches the booking amount.
Additional supporting documents
Boarding passes (for flights)
Hotel folios or checkout bills (for accommodation)
Car rental agreement and final invoice (if applicable)
How to request reimbursement documents
During booking
Enter your company name and GST/VAT number (if required) in the appropriate fields to ensure that the invoice is generated correctly.
After booking
If you didn’t request an invoice at the time of booking, you can usually generate one through the Manage Booking section or request it by contacting customer support.
Special requests
If your employer requires specific formats or additional details (e.g. cost centers, project codes), mention these when requesting the invoice.
Tips for a smooth reimbursement process
Save copies of all documents as soon as you receive them.
Ensure that the names on the booking and invoice match your official records.
If the invoice is not automatically GST/VAT-compliant, request a corrected version before submitting your claim.
Keep all receipts and proof of payment until your reimbursement is approved.
Having complete and accurate reimbursement documents helps ensure that your business travel expenses are processed quickly and without issues.