Limited use of AirBNB

[MicheleW]

Hello all. I know this topic has been discussed in the forum, notably in this great thread: AirBnB/Vrbo/Corp rentals - SAP Concur Community

We have a situation at our company whereby we have two primary corporate locations, one in Indiana and another in rural upstate NY. We have many people, such as executives, who have direct reports in both locations so there is frequent travel. For the NY location, there is a desire to allow "some" people to use AirBNB rather than traveling 30 minutes to the closest hotels. This would be for fairly short-term stays, not extended stays which would use the methods described in the prior thread.

I'm looking for suggestions on how we might accomplish this. I'm thinking perhaps a new expense type and an audit rule that would explicitly allow certain individuals who have been approved by management. Any other thoughts? I'm open to being talked out of this, as well!

[KevinD]

@MicheleW one question to think about is...if I allow "some" people, wouldn't I have to allow all people? Allowing this could come across as favoritism and could make some employees a little disgruntled. 

So, I would say either all are allowed or none. Keep in cut and dry, no gray area. 

However, if you do allow "some" people, then creating an audit rule that applies to those that do not fall into the "some" category is the easiest way to manage this.

Lastly, who is managing the list of approved people? I would say that each person must provide proof of approval and attach it to their expense report. 

As I reread your post...are the "some" people executives or no?