You can book travel for employees or guests attending an event directly from the travel dashboard in New Expensify. This guide outlines what’s required, how to book, and answers to common questions.

Booking Travel for Event Attendees

Requirements

Before booking travel, make sure:

• A trip template and event have been created.
• Travelers are either employees or guests.
• Children and infants are not eligible for multi-traveler bookings.
• Each traveler’s legal name matches their government-issued ID exactly to avoid airport check-in issues.

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How to Access the Travel Tool

To get started:

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

Haven’t enabled travel yet?
Reach out to your Account Manager or Concierge to schedule a travel demo and enable the feature.

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How to Book Travel for an Employee or Guest

1. In Expensify, go to Travel, then select Trips.
2. Click the pencil icon next to the attendee’s profile name (near the Create button).
3. Enter the attendee or guest’s email address.
4. Click Start booking and choose the type of travel to arrange.

The attendee’s profile information will auto-fill in the booking form. If central billing is enabled, the company card will appear as the payment method.

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FAQ

What if the attendee doesn’t have an Expensify account?

You can still book travel using their email address. They’ll receive their itinerary via email, even without an Expensify account.

How does payment work with central billing?

• If central billing is enabled, the company card is automatically used at checkout.
• If not enabled, you’ll be prompted to enter a payment method during booking.

Can I edit or cancel a booking made for an attendee?

Yes. Go to Trips > All Trips, open the attendee’s trip, and manage the booking details. Any changes or cancellations are automatically emailed to the attendee.

Can I remove an attendee from an event?

Yes. Go to Events, open the event, check the box next to the attendee’s name, and click Delete. The attendee will be notified of any changes or cancellations.

What happens if I enter the wrong traveler details?

Traveler names must match their legal ID. If incorrect details are entered, cancel the booking and rebook with the correct information.

How can an attendee view their itinerary on mobile?

When a trip is booked through Expensify Travel, an itinerary is automatically created in New Expensify.

To view it:

1. Open the Expensify mobile app.
2. Tap Inbox.
3. Look for the thread named after your upcoming trip.