Incorrect charge to hotel stay

[LBodzasKKI]

Hello,

My supervisor took a trip to NJ and stayed at a hotel and the hotel initially charged his AmEx for $599 just in case for incidentals. This was not the correct total when he checked out - it was only $543.33. I cannot finalize the expense report because the itemized amounts do not match. I called the hotel and they only charged $543.33. How can the $599 be changed to $543.33 so I can finalize the report?

[KevinD]

@LBodzasKKI hello there. I took a look at the expense report in question. So, you cannot change the amount of the credit card charge total of $599. I think what needs to happen is to check your supervisor's AMEX statement to see if there is a charge for $599 or for $55.67. If there is a charge for $599, then you will need to contact AMEX or the hotel and have them give a credit for the overage of $55.67. Right now, as far as the SAP Concur system is concerned, the charge is $599.  If this is the case, wait for the credit to appear in SAP Concur and add it to this same report. Do not submit the report before the credit arrives. 🙂

The important thing is to make sure that your supervisor wasn't charged the $55.67. 

If you check the AMEX statement and all the charges look correct, then what you could do is add an itemization to the hotel charge for $55.67 and mark it as personal. That way the amount won't be included as a reimbursement, but it will satisfy the itemization requirement. Include a comment explaining what happened. 

[LBodzasKKI]

Thank you very much, Kevin!

I appreciate your in depth explanation! I will do as you suggest. I know the hotel only charged the AMEX $543.33, I’ve called 2 times and both times they came up with the same amount. I will have to find a way to see what my supervisor’s statement looks like. And see what was actually charged. Thank you again! - Kind regards, Laurie