How can you tell if an expense was made using concur travel?

[Rman68]

We have employees who book hotel using Concur Travel and they are required to use their corporate credit card or personal credit card to make the payment. When this expense feeds into Concur or the employee creates a Hotel out of pocket expense, what is the best method to confirm if they used Concur Travel versus booking on their own? We are trying to catch employees who book hotel on their own and outside of Concur Travel.

One option I was thinking of was adding a new field to say something along the lines of "Booked using Corporate Travel Agency" and then have "Yes" and "No" as the option. If they select "No", have it required for them to complete a Description field to explain why. But I want to avoid more clicks for our employees....

[KevinD]

@Rman68 if they book using Concur Travel, they will see the itinerary item in their Available Expenses with the word Reservation below the Hotel expense type. That is what you are looking for to see if it was booked with Concur Travel.

[Rman68]

We turned itineraries off since this was confusing to our employees. The new UI made it even more confusing because the Payment Type is Out of Pocket and employees do not notice or understand the Reservation word under the expense type. The old UI was better when it had a unique icons for payment types. The icons were extremely helpful and much easier for users to notice/understand payment types....

With that said, any other options or ideas? Or is itineraries to the only method? Anything can be done on the reporting side, maybe run reports for Concur Travel bookings and cross reference a standard general ledger report for hotel expenses?

Thank you

[KevinD]

You could use Cognos to see which employees have booked trips without a hotel segment. Then you would need to cross reference to see if they submitted a hotel expense for the same time period as the trip. 

Your idea of a custom field with an audit rule ties to it to require an explanation would work as well. I understand not wanting more clicks, but maybe that’s the punishment for booking outside of Concur Travel. 😄