Hotel overage - creating balance as personal

[barrmichelle]

Hello!

I have a situation where an executive went over our hotel limit ($350).  I want to be sure I'm making the balance due correct.  What is the best way to break this out in the expense?

Thank you in advance!

[PoojaKumatkar]

Hi @barrmichelle ,

Does expense report is fully approved or not yet approved? Can you please confirm? 

If not yet fully approved then you can still send it back to employee and ask them to correct the amount as per allowed limit. 

[barrmichelle]

I've been asked to create the report.  Is there a HowTo on how to split between business and personal?

[PoojaKumatkar]

Hi @barrmichelle ,

Refer below article and in my response point 2 - Option 1 or Option 2 (you can choose any .)

https://community.concur.com/t5/Concur-Expense-Forum/How-can-I-report-a-personal-expense-paid-by-cor...

If this answers your query, then please mark solution as accepted.

[KevinD]

@barrmichelle was the hotel paid for on a company credit card and does your company import company card transactions? Once I know this, I can better advise.

[barrmichelle]

Hi Kevin - yes, our BMO card transactions are imported into Concur.  And the employee used his corporate card to pay for the hotel, as he was there for business.   Thank you so much!

[barrmichelle]

Hi Kevin - please let me know what your thoughts are on this.

Best -

Michelle

[KevinD]

@barrmichelle I tried to go in to see the expense report of this person as I figured you are their delegate, but turns out, you aren't. 🙂

Is the hotel limit of $350 for an entire stay or is that the limit per night? 

[barrmichelle]

Hi Kevin -

The limit is $350 per night.  I appreciate your assistance!

[KevinD]

@barrmichelle okay, if it were me, I would edit each night's itemization either from the room rate amount or one of the room taxes to make it make it equal $350. 

For example, if the total night came out to $400, I would subtract $50 from each night's room rate. Lets say my stay was four nights. That would mean I was over by a total of $200 for the entire stay. Since doing this will throw off the itemized total from the full charged amount, I would need to add a single itemization for the $200 and mark it as personal. I would use an expense type of Miscellaneous or Other-Travel or whatever your company has. That should do the trick. If you have any issues, let me know.