Itemization of Lodging Expense | Scribe

    Itemization of Lodging Expense

    • Kristin Lawrence |
    • 0 step |
    • 38 seconds
      Users should itemize other expense types (meals, for example) that are part of the hotel charge to reflect the appropriate expense type. The only tax users should itemize is NC state sales tax using the appropriate GL account. Do not itemize room taxes and other city/state taxes. Include those taxes with the lodging expense type.
      Pull the hotel expense into an expense report by selecting it from the **Available Expenses** list and adding it to the report.
      A variety of exception messages may display. This activity is related to the automatic itemization. As you address each item, the messages will clear.
      Select the expense, **Edit** and **Itemizations** to see the automatic itemization.
      You must look at the receipt to determine the expenses itemized. In some situations, Concur will assign the itemization to the appropriate expense type, while in others, it will not. You will need to review the receipt to determine the proper way to itemize the receipt, making changes as appropriate.
      Lodging itemizations will behave differently based on how Concur reads a receipt. Duke policy does not require users to break out any taxes besides NC sales tax. You are not required to itemize other lodging taxes more specifically.

      Example 1

      **In this example, Concur itemized the following:** 1. $72.22 dinner charge as undefined 2. $59.00 charge in parking 3. $138.64 room charge to lodging 4. $22.11 to lodging tax 5. $4.40 water charge as undefined You must change the **undefined** expense types to the appropriate expense types to process this expense.
      Select the undefined expense (for dinner) and select **Edit**.
      Change the expense type to **Dinner**. This action will itemize the total value of the expense. Select **Save Itemization**.
      Notice that the red alert has cleared for the Dinner expense on the **Itemizations** tab. Select the undefined expense (for water) and select **Edit**.
      Change the expense type to Incidentals. This action will itemize the total value of the expense. Select **Save Itemization**.
      Once the expense is itemized and saved, any error messages clear. Continue processing other expense(s) in the report or select **Submit Report** as appropriate.

      Example 2

      In this example, Concur itemized a $27.01 dinner charge as undefined and a $8.59 breakfast charge as lodging. To process this expense, you must itemize the other breakfast charge of $7.37 and the remaining $598.69, capturing all the remaining lodging expenses from 12/9/2023 and 12/10/2023 in a lodging charge.
      Select **Create Itemization** on the lodging expense. Itemize the $7.37 breakfast charge. Select **Save Itemization**.
      Select **Create Itemization** on the lodging expense and itemize the $591.32 remaining lodging expense. Select **Save Itemization**.
      Select the Undefined expense for $27.01 (for dinner) and select **Edit**. Change the expense type to Dinner. This action will itemize the total value of the expense. Select **Save Itemization**.
      The final step for this example is to change the lodging expense for $8.59 to breakfast. Select the lodging expense and select **Edit**. Change the expense type to Breakfast. This action will itemize the total value of the expense. Select **Save Itemization**.
      Once the expense is itemized and saved, any error messages clear. Continue processing other expense(s) in the report or select **Submit Report** as appropriate.
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