How to Handle a Duplicate Hotel Charge and Refund in Concur

[FatimaMammadova]

I need your guidance regarding a hotel expense in Concur. The hotel accidentally charged my corporate card twice and later refunded the duplicate charge.
In Concur, I can see the hotel charge and a corresponding transaction where the amount appears in brackets. Could you please confirm whether the amount in brackets represents the refund/credit and advise how I should process both transactions when submitting my expense report?
Could you also advise whether I need to take any specific action if there is a difference between the posted amounts due to currency conversion?
Thank you for your support.

[samasuraj]

Hi @FatimaMammadova 

Topic: How to Handle a Duplicate Hotel Charge and Refund in Concur

Please check the below. Hope this helps.

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The legitimate hotel charge remains the business expense.

The duplicate charge and refund must be reconciled without creating additional reimbursement.

Any currency difference must be handled according to the company's accounting policy.

Identify the transactions

1. Original Charge: Valid hotel expense.
2. Duplicate Charge: Incorrect additional hotel charge.
3. Refund/Credit: Usually displayed as a negative amount in parentheses ( ).

Action:

1. Submit the legitimate hotel charge as a business expense.
2. Include the duplicate charge and corresponding refund in the expense report, following your company's policy.
3. Do not delete corporate card transactions or claim reimbursement for the duplicate charge.
4. If the refund differs from the original charge due to exchange-rate fluctuations, contact your Concur Expense Administrator for the approved reconciliation method.
5. Some Concur configurations restrict negative expenses or require credits to be processed separately.

Thanks & Regards

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Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant