1. Log in

Via the Portal

1. Go to mijn.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 claim” button and select the option “Home/work” or “Business trip”.
3. Fill in the details:
   • Select the date of your trip.
   • Have you made the trip more than once? Select multiple days (e.g., all working days of the month).
   • Select the vehicle type and drive system.
   • Select One-way trip if you did not make a return trip.
   • Enter the departure and arrival addresses. Suggestions will be displayed as you type.
   • The system automatically calculates the distance (one-way or return trip).
   • Add a comment or additional information if necessary.
     • If you make the trip more often, save it as a favorite.
4. Click on Save.

In the app

1. Go to the “Expenses” section.
2. Tap on the “New expense claims” section.
3. Select “Mileage claim”.
4. Enter the details:
   • Date and type of trip (one-way or return).
   • Vehicle type and (if necessary) additional information.
   • Departure and arrival addresses (filled in automatically).
   • Purpose of the trip (business or home/work).
   • Additional information (if necessary).
5. Tap Save to add the claim.

3. Claim status and submission

Each 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 – expense claim has been paid/processed.

Submit

• Select the expense claim(s).
• Click/tap 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:

• Working from home allowance per working day.
• Parking and toll fees.
• Other business travel expenses.

5. Questions and contact

Do you have questions about submitting expense 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 mileage, and working from home allowances.