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Proof and Documentation for Claiming Additional Charges

Ensuring successful claims with proper evidence and documentation

Importance of Proof and Documentation​

Providing clear and comprehensive proof for additional charges is crucial for ensuring your claims are approved. Proper documentation helps verify the legitimacy of the expenses and facilitates smooth reimbursement.

Types of Acceptable Documentation​

  1. Receipts and Invoices: Original receipts or invoices detailing the additional charges incurred.

    • Example: A receipt from customs showing the duty paid or an invoice from an airline for extra baggage fees.

  2. Photos and Screenshots: Visual evidence supporting the need for additional charges.

    • Example: Photos of special packaging requirements or screenshots of price changes.

  3. Communication Logs: Records of agreements and discussions with the shipper, particularly regarding the approval of additional charges.

    • Example: Messages exchanged in the AirJIT messaging system where the shipper agrees to cover additional costs.

How to Gather and Organize Evidence​

  1. Save Receipts and Invoices:

    • Keep all physical and digital receipts and invoices related to additional charges
    • Store them in a dedicated folder for easy access

  2. Take Photos Immediately:

    • Document the condition of items and any special circumstances requiring additional charges as soon as they occur
    • Example: Take a photo of the item needing special packaging before and after it is packed

  3. Capture Screenshots:

    • Take screenshots of any digital evidence, such as online price changes or messages from the shipper
    • Example: Screenshot the message where the shipper agrees to pay for extra airline fees

  4. Organize by Trip:

    • Create folders for each trip to keep all related documents and photos together
    • Ensure they are easy to find when submitting a claim

Tips for Clear and Effective Documentation​

  1. Legible and Clear:

    • Ensure all receipts and invoices are legible
    • Take clear, high-quality photos and screenshots

  2. Detailed Descriptions:

    • Provide detailed descriptions when submitting your documentation
    • Explain the context of the additional charges
    • Example: When uploading a receipt for customs duty, include a note explaining why the duty was higher than expected

  3. Consistent Naming:

    • Use a consistent naming convention for files to keep everything organized
    • Example: Use names like "TripDate_CustomsReceipt" or "TripDate_SpecialPackagingPhoto"
  1. Log In: Access your AirJIT account
  2. Navigate to Travel: Go to the "Travel" section
  3. Select the Trip: Choose the specific trip for which you need to submit proof
  4. Find Booked Shipments: Locate the "Booked Shipments" section
  5. Select a Shipment: Tap on the shipment for which you incurred additional charges
  6. Submit Claim: Tap on the "Submit Claim" button and fill in the details
  7. Upload Documentation: Attach necessary proof, such as receipts, photos, or screenshots
  8. Confirm Submission: Review the claim details and submit for approval

By ensuring your proof and documentation are clear, detailed, and well-organized, you can improve the likelihood of your additional charges being approved and reimbursed promptly on AirJIT.