Partial Payment of Hotel Expense

[JRBWallace]

I recently had a 5 night stay in Germany for company business.  The total bill was 740 EUR.  I paid 16.78 EUR in cash to the hotel before they billed my company credit card for the remaining 723.22 EUR.  (This allowed me to use up my remaining personal Euros that I had on me, so I could leave Germany without any left over.)  The credit card feeds directly into Concur, to the expense entry is for 723.22 EUR, but the itemizations on the hotel folio total to 740 EUR.  I am due a personal reimbursement for the 16.78 EUR.  How do I add the 16.78 EUR to the hotel charge?

[samasuraj]

Hi @JRBWallace 

Topic: Partial Payment of Hotel Expense

Please see the below. Hope this helps. 
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Some configurations or expense workflows provide functionality to account for multiple payment methods.

If your system supports this, follow the available split-payment process rather than creating duplicate expenses.

Record the hotel expense using two payment transactions, while ensuring the total itemization matches the hotel folio.

Payment Method	Amount
Corporate Credit Card	€723.22
Personal Cash (Out of Pocket)	€16.78
Total Hotel Folio	€740.00

Action:

1. Keep the Corporate Card hotel charge at €723.22.
2. Create a separate Hotel Expense for €16.78.
3. Select Payment Type: Cash/Out of Pocket.
4. Attach the €740 hotel folio and proof of cash payment, if available.
5. Itemize both expenses as required, without duplicating charges.
6. Submit for reimbursement, subject to company policy.

€723.22 will be reconciled to the Corporate Card

 €16.78 will be  reimbursed to the employee.

If Concur flags a duplicate hotel expense, contact your Expense Administrator.

(Because both entries refer to the same hotel stay, Concur may flag a potential duplicate or trigger an audit rule.)

If the expense cannot be submitted, the Expense Administrator should review the applicable Audit Rule and approved correction procedure.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant