Happay Card FAQs
Cards are an essential part of our day to day lives now. Whether it is booking a cab
or paying the phone bill, we use cards everywhere. For Business Expenses, we need to
submit reports for all the expenses we make. Therefore,
a card that is linked to an Expense Management solution makes expense recording and
reporting, very easy and seamless. This is what Happay does. Happay is a prepaid
card, issued to you by your company, for making business expenses.
What is the Happay Card?
Your Happay card is a corporate card funded by your company. You can use the card
for all expenses that you incur on your company’s behalf.
Where can I use the Happay Card?
Happay card works like any other VISA debit or credit card. You can use the card to
make purchases at any online or in-store VISA merchant. You can also use the card at
ATMs to withdraw money.
How do I pay with the Happay Card Online?
Happay card is used just like any other card, for online transactions. When you hit
‘checkout’ on any online merchant’s website, you will be directed to the payment
options page.
-
1) Select Credit Card as your payment option.
-
2) Enter the card details.
-
3) Enter the OTP sent to your mobile number.
-
4) Click Submit.
How do I pay with the Happay Card at in-store merchants like supermarkets or
restaurants?
While making the payment, the cashier will swipe your card through the POS machine.
You will be asked to enter a PIN to authenticate the transaction. This is a 4 digit
PIN that comes as part of your Card kit. Enter it and the
transaction will be processed.
How to activate the Happay Card for use at ATMs?
To activate your Happay card for use at ATMs, you have to submit KYC documents to
Happay. This is a mandatory requirement. KYC documents include ‘Proof of Identity’
and ‘Proof of Address’. You can submit these by clicking pictures
of the documents and uploading them, either on app or web dashboard.
How to use the Happay Card to withdraw money from ATM?
Happay Card can be used at the ATM like any other debit card. While withdrawing
money from your Happay card, select ’SAVINGS’ as the type of account. Rest of the
steps remain the same as with any other card.
What to do if my Happay Card is lost?
If your Happay Card is lost, you must prevent its misuse. It is very easy to do so
with the Happay app.
Open your Happay mobile app. And then the menu
The ‘Card Status’ button is ‘ON’.
You have to click on it to turn it ‘OFF’. You will be prompted to enter your
password for authorization.
Once card is switched off, it is deactivated for use.
You can also switch off the card by logging into your web dashboard and clicking on
change card status button. It is under the User Details section.
Finally, send an email to help@happay.in for a new card.
Once we verify your details, we will send you a new card in 4 business days at your
organization’s address.
EMPLOYEE GUIDES
Everything you need to get started and make Happay work for you.
Back To Support Home
Getting started as a new user
Welcome aboard! This guide will help you set up your Happay account for the very first time.
Setting Up Your Account
Once your organisation adds you as a user on Happay, you will receive an invite email from us. From your desktop, go to your work inbox and search for an email from Happay.
1
Open the email and click on the ‘Confirm Email’ button.
2
On the next screen, enter your mobile number. An OTP will be sent to your number.
3
Next, enter your user details as shown below.
4
Enter a password for your account.
That’s it. Your account is set up.
Now you can sign in to your account anytime with your mobile number and password.
Downloading The Happay Mobile App
Happay works best on mobile. With Happay’s mobile app, you can capture and report expenses with ease, on-the-go. Start by downloading the app on your smartphone.
Downloading On an Android Phone
Search for ‘Happay- Expense Management’ in the Google Play Store. Click the INSTALL button to begin the download. Here is the link:
https://play.google.com/store/apps/details?id=com.happay.android.employee
Once the app has downloaded, select Open or launch the app from your home screen. Enter your happay credentials (registered mobile no. and password) and log in.
Downloading the app on an iPhone
Search for ‘Happay’ in the Apple App Store. Click the GET button to begin download.
https://itunes.apple.com/in/app/happay-employee/id933559237?mt=8
You may be prompted to enter your Apple ID and password.
Once the download is complete, open the app. Sign in with your registered mobile number and password.
Using The Happay Mobile App
Imagine managing your day-to-day expenses right from your mobile phone. That’s the Happay app for you. Request money when you need it, capture expenses as soon as you incur them and send reports even when you’re not in office. This guide shows you how all this is done.
Requesting Money
Need funds for your next business trip? Request them right from your mobile app.
1
Click on ‘Request Money’ on the Homescreen.
2
Click on the ‘+’ sign to add a new money request.
3
Enter the amount of money you need and the reason you need it. Click on save.
Happay then sends a push notification to your manager. Your manager can approve the additional funds right from his or her phone and load the money on your Happay card with a click of a button.
Creating A New Expense
With Happay, you can capture expenses as they happen. You can add card, cash or mileage expenses.
Adding A New Card Expense
Happay’s prepaid cards allow you to make business related purchases without dipping into your personal funds.
1
As soon as you use your Happay card for a business expense, you will get a push notification on your mobile phone. Click on the push notification.
The card expense window opens up as shown below.
2
Click on the receipt icon on the top. Choose how you want to upload the receipt - take a picture or upload the receipt from a folder.
3
Fill in the rest of the details.
You will notice that the merchant name, amount and date are auto-filled. These cannot be altered. Add a category and description.
4
Click the save button on the top right corner of the screen to save your expense.
Adding A New Cash Expense
Not all expenses can be done by card. Whenever you need to spend in cash, you can withdraw money from your Happay card and add expense entries against the cash withdrawals.
1
Click on ‘Create Cash Expense’ on the Homescreen.
2
Click on the camera icon. Choose how you want to upload the receipt - take a picture or upload the bill a folder.
3
Enter details - merchant name, amount, category, description and bill.
4
Click the save button on the top right corner of the screen to save your expense.
Adding A New Mileage Expense
Using your personal vehicle for business purposes? Capture those mileage expenses on mobile.
Click on ‘Create Expense’ on the Homescreen. Switch to the mileage tab. There are 3 ways to record a mileage expense - using GPS, selecting source & destination or manually recording the distance travelled.
To start, try manually recording the distance travelled. Select ‘Manual’ from the list.
1
Enter distance travelled in kms.
2
Select the mileage rate that applies to you. Once you select the rate, the amount will be auto-calculated.
3
Add the category and specify the source and destination of your travel in the description field.
4
Click the save button on the top right corner of the screen to save your expense.
Creating And Submitting New Expense Report
Imagine creating your expense report without using paper or spreadsheets. It’s possible with Happay.
1
Click on ‘Create New Report’ on the homescreen.
2
Give the report a title and fill in other details.
3
Click on add expenses tab. Either create a new expense then and there or select from the ones that you’ve already recorded. If you choose to select from existing expenses, tick the expenses you want to add to the report.
4
Click on ‘Submit' to send the report for approval or click ‘Save’ to revisit the report later.
Using The Happay Web Dashboard
Employee dashboard is a platform that helps you to manage all your expenses and reports from one single place. The Web Dashboard can be accessed on the Desktop or a Laptop. It functions just like the Mobile App and there is a real-time sync between the app and web dashboard. This means that as soon as you do any action on dashboard, it is visible on the mobile app too without any time lag and the reverse is also true.
Requesting Money
When you know that you will be incurring expenses that are more than the balance on your card, you should raise a money request. You can do this from the web dashboard itself. As soon as your manager approves the request, your card will be loaded with funds.
Requesting for money takes 2 steps and just 10 seconds. Follow the steps below:
1
Click on '+' icon in the Money Request block.
2
Add the amount of money you need and the reason. Now Click save. Once request is approved, you will receive the funds on your card.
Creating A New Expense
Adding A New Card Expense
Happay cards automatically capture the expenses. All you have to do is assign the right category and attach a photo of the receipt.
1
Click on ‘Expenses’ block on the dashboard.
2
You will see all the expenses done. Choose the card expense that you want to edit. Click on the edit icon.
3
Merchant name and amount are auto-captured and hence cannot be edited. Enter other details , for eg: description and category.
4
Click Save. That’s it.
Adding A New Cash Expense
If you are not able to use the card at some places like paying auto fares or bus fares etc, you can add cash expenses too.
1
Click on ‘Expenses’ block on the dashboard.
2
Click on the blue ‘Add Expense’ button on the top left.
3
Choose ‘Cash’ Tab and Enter details.
4
Click Save and it’s done!
Adding A Mileage Expense
1
Click on ‘Expenses’ block on the dashboard.
2
Click on the blue ‘Add Expense’ button on the top left.
3
Choose 'Mileage' Tab and enter details.
4
Click Save and it’s done!
Creating & Submitting An Expense Report
Creating an expense report in the traditional way can be frustrating. But with Happay, it is a Happy experience.
You no longer need to spend hours entering expense data in spreadsheets and attaching multiple paper receipts.
You can simply select expenses to be included and generate expense reports for them in 15 seconds.
1
Click on the ‘Reports’ block on the dashboard.
2
Click on ‘Create Report’ button in the top left corner.
3
Enter a Report name and appropriate description. Click Next.
4
For adding expenses to the report, you may choose from
existing expenses or add a new one.
5
If you choose, ‘Select an existing expense’, you will see the below screen.
6
If you choose, ‘Add a new expense’, you may add a new cash
expense or mileage expense.
7
After adding the expenses, Click ‘Submit’ to send the report for approval. Or if you wish to make changes, click on ‘Back to edit mode’.
Happay Card FAQs
Cards are an essential part of our day to day lives now. Whether it is booking a cab or paying the phone bill, we use cards everywhere. For Business Expenses, we need to submit reports for all the expenses we make. Therefore, a card that is linked to an Expense Management solution makes expense recording and reporting, very easy and seamless. This is what Happay does. Happay is a prepaid card, issued to you by your company, for making business expenses.
What is the Happay Card?
Your Happay card is a corporate card funded by your company. You can use the card for all expenses that you incur on your company’s behalf.
Where can I use the Happay Card?
Happay card works like any other VISA debit or credit card. You can use the card to make purchases at any online or in-store VISA merchant. You can also use the card at ATMs to withdraw money.
How do I pay with the Happay Card Online?
Happay card is used just like any other card, for online transactions. When you hit ‘checkout’ on any online merchant’s website, you will be directed to the payment options page.
How do I pay with the Happay Card at in-store merchants like supermarkets or restaurants?
While making the payment, the cashier will swipe your card through the POS machine. You will be asked to enter a PIN to authenticate the transaction. This is a 4 digit PIN that comes as part of your Card kit. Enter it and the transaction will be processed.
How to activate the Happay Card for use at ATMs?
To activate your Happay card for use at ATMs, you have to submit KYC documents to Happay. This is a mandatory requirement. KYC documents include ‘Proof of Identity’ and ‘Proof of Address’. You can submit these by clicking pictures of the documents and uploading them, either on app or web dashboard.
How to use the Happay Card to withdraw money from ATM?
Happay Card can be used at the ATM like any other debit card. While withdrawing money from your Happay card, select ’SAVINGS’ as the type of account. Rest of the steps remain the same as with any other card.
What to do if my Happay Card is lost?
If your Happay Card is lost, you must prevent its misuse. It is very easy to do so with the Happay app.
Open your Happay mobile app. And then the menu
The ‘Card Status’ button is ‘ON’.
You have to click on it to turn it ‘OFF’. You will be prompted to enter your password for authorization.
Once card is switched off, it is deactivated for use.
You can also switch off the card by logging into your web dashboard and clicking on change card status button. It is under the User Details section.
Finally, send an email to help@happay.in for a new card.
Once we verify your details, we will send you a new card in 4 business days at your organization’s address.
Additional FAQs
How do I know if my report is approved/ What is the status of the report I submitted?
Each expense report that is created on Happay is assigned a status. This status describes a report’s stage in the reporting cycle. The status of a report changes when an action is taken on it. There are 6 different kinds of status, as described below. You can filter the reports based on status by using the filter options.
When will I get reimbursed?
Expense reimbursement is a method by which companies pay back employees for the expenses they may have incurred for business-related needs. In the Happay system, there is a proper record of all the expenses done and hence your company can process reimbursements much faster. The timeline for reimbursement depends on your organization.
What are Declined expenses? Will they be marked as Personal expenses?
Expenses that do not meet the criteria for an approval or verification are declined.
Some common reasons for a declined expense are:
1
If an employee hasn’t submitted his/her expenses along with the attachment of the photo of a receipt or a pdf, the manager or finance may decline the expense.
2
If an expense violates the company’s expense policy, then the expense can be declined.
3
If the amount of expense does not match the amount in the attached bill, then it is grounds for declining an expense.
When an Expense is declined, it may be rectified by making the necessary correction. If no correction is done, then it will be automatically treated as a personal expense.
How ATM withdrawals work? How to report expenses against ATM withdrawals?
ATM withdrawals are done for expenses that need to be paid in cash like Bus fare, Auto fare or at places where there is no service for card payments.
The Happay system records the transaction for an ATM Withdrawal and then expects you to add the cash expenses against it.
1
You can report expense against ATM withdrawals as explained below:
Click on Add an Expense
2
Go to Cash Expense tab and Fill in details like Merchant Amount and choose the appropriate category.
3
Attach a picture of the receipt and Click Submit.
Expense cut-off Date – Why should it be followed?
An expense cut off date is a date by which all expenses for a particular time period must be submitted. Expense cut-off date must be followed for the following reasons:
Admin Guide
Get to know the basics and few tips on how to manage your expenses on-the-go!