Entering a Hotel Expense Item

On the Hotel Expense Pane you can enter the hotel rate and any other expenses that were charged to your hotel room account. These expenses may include parking fees, meals at the hotel restaurants, or hotel Internet access, as well as other “incidentals.”

When you enter hotel expenses, the total amount you enter in the Bill Total field on the Details Pane must include all expenses and tax charged to your room. As you separate the expenses into lodging, meals, and incidentals, the application keeps a running total of the amount and deducts each expense from the initial Bill Total.

Your Bill Total amount and your Itemized Total must be equal amounts after you have entered all of your expenses or you cannot save the report. If your company uses an American Express card, the expense is automatically split into categories for your stay, using Level 3 Hotel Credit Card data.

To enter a hotel expense:

In an open expense report, click the Hotel tab to bring up the Hotel Expense pane.
Complete the required fields, plus any optional fields as needed. The default date field value is based on your user profile. As you complete the fields, you can use the Currency Converter.
If necessary or required, you can add Notes or attach Receipts to the expense report. You must include all charges (lodging, meals, and incidentals) to your hotel room bill in this total, and not just the lodging charge.
Select one of the following from the Were you billed for the last date? list.

Yes - If you were billed for the last date.

No - If you were not billed for the last date (default).

Click one of the following:

Save and Enter Another Expense Item - If you have other expense items to enter.

Save and Close - If you want to add more expenses to the report at a later time.

Cancel - If you don’t want to save the report.

Continue to Lodging - If you need to enter details about your hotel expense.