Alerts on Report Due to Covering Multiple Hotel Rooms

[heypaula316]

Paid for hotel stays for employees on the same dates due to their cards being declined. How can I fix this so I can submit my expense report? It won't send due to the Alerts.

[samasuraj · Accepted solution]

Hi  

Topic: Alerts on Report Due to Covering Multiple Hotel Rooms

Please check the below. Hope it helps

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If you paid for multiple employees' hotel rooms on the same dates, SAP Concur may display alerts because the lodging dates overlap.

Please check the following:

1. Open your expense report and review each alert.
2. If the alerts display an orange triangle, they may be informational warnings rather than errors that prevent submission.
3. Ensure each hotel charge is recorded correctly, with the appropriate hotel itemization and receipts.
4. Add a comment explaining that you paid for other employees' rooms because their corporate cards were declined. Include the relevant employee details as required by your company's policy.
5. Try submitting the report again.

If submission is still blocked, check for any additional error messages and contact your company's Concur Expense Administrator.

How to find your Concur Administrator:

• Check the Company Notes section on your SAP Concur home page for internal support contact details.
• If unavailable, contact your company's Finance, Accounting, or IT department, or your manager.
• If Help (?) → Contact Support is available, you may also have access to SAP Concur's User Support Desk.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[KevinD]

@heypaula316 I'm looking at your one open report and I do not see anything that will prevent you from submitting. If you are worried about the burnt orange triangle alert, this is a warning/reminder only. You should be able to still submit this report. 

Give it a try and let me know what happens. 

[samasuraj]

Hi  @heypaula316 

Topic: Alerts on Report Due to Covering Multiple Hotel Rooms

Please check the below. Hope this helps.

-----

These alerts are likely triggered because multiple hotel expenses have overlapping stay dates, which Concur may flag as potential duplicate expenses.

Recommended Resolution:

1. Open each hotel expense and review the exact alert message.

2. Attach the corresponding hotel folio and payment receipt for each room.

3. Add a comment explaining that you paid for multiple employees' rooms because their corporate cards were declined.

4. Include the employees' names and identify which room belongs to each employee.

5. Contact your Concur Expense Administrator if the alerts prevent submission.

Important: Do not change the hotel dates or expense amounts simply to bypass the alerts.

Bottom line: Document the business justification and supporting receipts. If the alert is configured as a blocking exception, an authorized administrator must determine the appropriate resolution under company policy.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[heypaula316]

Good Morning.

It still won't let me submit the report. How do I contact my Concur Expense Administrator?

Thank you!

[samasuraj · Accepted solution]

Hi  

Topic: Alerts on Report Due to Covering Multiple Hotel Rooms

Please check the below. Hope it helps

-----

If you paid for multiple employees' hotel rooms on the same dates, SAP Concur may display alerts because the lodging dates overlap.

Please check the following:

1. Open your expense report and review each alert.
2. If the alerts display an orange triangle, they may be informational warnings rather than errors that prevent submission.
3. Ensure each hotel charge is recorded correctly, with the appropriate hotel itemization and receipts.
4. Add a comment explaining that you paid for other employees' rooms because their corporate cards were declined. Include the relevant employee details as required by your company's policy.
5. Try submitting the report again.

If submission is still blocked, check for any additional error messages and contact your company's Concur Expense Administrator.

How to find your Concur Administrator:

• Check the Company Notes section on your SAP Concur home page for internal support contact details.
• If unavailable, contact your company's Finance, Accounting, or IT department, or your manager.
• If Help (?) → Contact Support is available, you may also have access to SAP Concur's User Support Desk.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[KevinD · Accepted solution]

@heypaula316 I think I figured it out. You need to go into all of the hotel itemizations and add comments to each. I recommend opening the report, click on one of the entries. Copy the comment you have already entered. Next, click Itemizations. When they open, use the checkboxes to select all of the itemizations, then click Edit. Scroll down to the Comment field on the Edit window. Paste the comment, save. This should clear the red alerts. 

FYI...I was testing something, so I moved two of the hotel expenses to a new report. You will now see a report named Hotel for NHT - Declined Cards $883.56. This is the report that still needs fixing based on the steps I've provided. Give this a try and let me know that it worked. You will still see orange triangles, but the red alerts should clear.

[heypaula316]

I can't thank you enough! It worked! Now I know for the future. You have no idea how much you just helped my stress and anxiety!!!! Have an amazing day!!!

[KevinD]

@heypaula316 maybe I should add "Stress and Anxiety Remover" to my Community signature. 

Glad I could help. 🙂