1. Log in

Via the Portal

1. Go to my.gaiyo.com.
2. Log in with your business Gaiyo Account.

Via the App

1. Download and open the Gaiyo App (iOS or Android).
2. Log in with your business Gaiyo Account.

2. Create a new expense claim

In the Portal

1. Click on “Expense Claims” in the menu.
2. Click on the “New Expense Claim” button and select the option “Working from Home Allowance”.
3. Fill in the details:
   • Select the date when you worked from home.
   • Have you done this more than once? Select multiple days (e.g., all Mondays of the month).
   • Add a comment or additional information if necessary.
4. Click Save.

In the App

1. Go to the “Expenses” section.
2. Tap on the “New Expense Reports” section.
3. Select “Working from home allowance”.
4. Enter the details:
   • Date.
   • Additional information (if necessary).
5. Tap Save to add the expense claim.

3. Expense claim status and submission

Each expense claim is assigned a status, both in the Portal and in the App:

• Draft – created but not yet submitted.
• Submitted – submitted for approval.
• Approved – accepted by employer.
• Rejected – rejected by employer (ask your employer for the reason).
• Processed – claim has been paid/processed.

Submit

• Select the claim(s).
• Click/tap on Submit.
• The status will change to Submitted.

Only approved expense claims will be submitted by Gaiyo to your employer for payment at fixed times.

Delete

• You can delete expense claims that have not yet been processed yourself, even if they have already been Submittedor Approved.
• Select the expense claim and click/tap on Delete.

4. Expense claims other than mileage

Depending on your employer’s policy, you can also submit the following via Portal and App:

• Mileage claims per working day.
• Parking and toll fees.
• Other business travel expenses.

5. Questions and contact

Do you have questions about submitting claims?

• Call: 0900-6624649
• Email: business-support@gaiyo.com

6. Privacy and terms and conditions

Expense claims are always processed in accordance with the applicable GDPR guidelines.

See also the Privacy Policy and Terms and Conditions.

In short: whether you are sitting at your desk or on the road, with the Gaiyo Portal and the Gaiyo App, you can easily claim all your business mileage, commuting, and working from home allowances.