Once granted the Travel Arranger role, you can arrange travel for another member of your organization using Expensify Travel.

How to access the travel tool

• In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
• In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.

Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.

How to get access

Before arranging travel for another traveler, a Travel Admin must assign you the Travel Arranger role.

To set the Travel Arranger role for another travel member:

1. Head to Expensify Travel.
2. Click on Program > Users > search and select the name of the user who needs to arrange travel.
3. Click the Roles tab and then select Travel Arranger from the dropdown.
4. Click Save.

How to book for another member

1. Head to the Booking page of your travel account.
2. Click the Pencil icon to the right of your name in the booking tool.
3. Search for the traveler by name or email and select them.
4. Choose a travel type:
   • Flights
   • Hotels
   • Cars
   • Rail
5. Enter the relevant trip details for the selected travel type.
6. Browse and select the desired travel accommodations.
7. Apply the booking to an existing trip or create a new one.
8. Confirm the payment method and finalize the booking.

What happens next

• The selected traveler will receive a confirmation email.
• Receipts will automatically be sent to their Expensify account and added to a trip report.
• As the arranger, you’ll see a history of bookings you’ve made for others.

FAQ

Who can book travel for other members?

Only members with the Travel Arranger role assigned by a Travel Admin can arrange travel for others.

Will I be charged or the traveler?

The traveler’s account is responsible for the charge. Receipts will route directly to them.

Can I manage trips I’ve booked for someone else?

Yes. If you booked the trip on behalf of someone else, you can view and manage it from the Trips > My trips page. Click the Pencil icon to the right of your name in the traveler selection button and search for the traveler to pull up their trips.