Understanding how to claim your fellowship expenses with Zoho Expense

As we're introducing a new process for claiming expenses for WMS 2025, we want to share as much guidance as we can to support you through the process. The deadline for the submission of your claim is 27th October 2025.

You can find step-by-step instructions for downloading and using the Zoho Expense app here. 

We have also added some frequently asked questions and answers (FAQs). We will be updating this page regularly as we receive more questions from people using the system, so check back to see if your question has been answered. 

1. Why doesn’t the Zoho app on my phone look exactly like the pictures in the instructions?
   The app may look a little different depending on your phone type (Android/iPhone) or updates to Zoho. The main buttons and steps are the same, even if the layout changes slightly.


2. Do I need to finish my claim all at once?
   No. You can save your report and come back later to add more expenses before submitting.


3. What if I lose a receipt?
   You must provide a photo of each receipt you are hoping to have reimbursed. If you do not have one, please make a note in the expense description, but be aware that the claim may not be approved.


4. My currency is not shown correctly – what should I do?
   Always enter the expense in the currency printed on the receipt. The system will automatically calculate the correct amount.


5. I accidentally submitted my report too early. Can I fix it?
   Yes. You can recall the report before it is approved, make changes, and resubmit.


6. What if my total expenses are more than my fellowship grant?
   You can still submit, but you will only receive the maximum grant amount. Any extra expenses will not be reimbursed.


7. How do I know if my claim has been received?
   You will see a notification in the app once your report has been submitted successfully.


8. What if my claim is rejected?
   You will get a message explaining why. You can correct the issue (for example, wrong receipt photo, missing information) and resubmit.


9. Is it safe to share my bank details in the app?
   Yes. Your bank details are only used to pay your reimbursement and are stored securely by Zoho.


10. What if I am unsure about the correct process for my claim?
    We have tried to make the process as straightforward as possible. If you are unsure, contact [email protected] with your question. We are here to help.