After you’re assigned the Travel Arranger role, you can arrange travel for another member of your organization using Expensify Travel.

Where to find Expensify Travel

Tap the green ➕ Create button at the bottom of your screen, then choose Book travel.

If you don’t see Book travel, ask a Workspace Admin to enable Expensify Travel on the workspace.

How to get the Travel Arranger role

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

To set the Travel Arranger role for another 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 after booking for another member with Expensify Travel

• 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.