A travel receipt needs a payer and a purpose.

Start with the trip context

The Labour Department describes employer passage responsibilities in the standard contract context, including initial arrival and return on completion or termination. That does not turn every family holiday, personal trip or receipt into the same entitlement.

Identify the trip purpose and applicable contract arrangement before approving a cost. Overseas work, special allowances and disputed liabilities require a separate review; the pilot does not invent a universal daily travel rate.

Source: Labour Department: foreign domestic helper employer responsibilities

Separate two different payment paths

If the employer pays the airline HK$2,400 directly, record an employer vendor cost. The helper should not receive another HK$2,400 through payroll for that same payment.

If the helper pays an approved HK$180 expense from their own money and is to be repaid, record a helper reimbursement of HK$180. That amount increases what is payable to the helper, but remains separately identified from wages.

Keep the original currency and a reviewed HKD amount

For a foreign currency receipt, retain the original amount, currency, date and payer. Record the evidence used for conversion, such as a card statement or agreed exchange-rate reference, then enter the reviewed Hong Kong dollar amount.

For example, a fictional receipt says PHP1,000. The reviewed reimbursement might be HK$140 after checking the actual evidence. This is an illustrative approved amount, not a quoted exchange rate. Do not let an unreviewed rate silently become the payroll amount.

Resolve duplicates before issuing the statement

Use a receipt or booking reference to check whether the cost is already recorded. If one receipt includes several items, describe which portion is reimbursable and retain the approval note.

Attach the expense to its trip where useful, confirm the actual cost date and approve the reviewed amount. A future booking may be a planned cost rather than a completed reimbursement.

Retain enough evidence to explain the amount

Keep the receipt, payer evidence, conversion reference, approval and statement link together. Store supporting files in the household’s agreed secure location; the pilot’s signed-statement upload is not a general archive for passports, medical records or travel documents.

If the reimbursement has already been included in a finalized statement, do not include it again. Use a linked correction when an approved amount was wrong, and retain the original version.