Unable to change expense type "Hotel" in processor role

[monteypoo]

Employees in my team with the processor role are able to change the expense type when employee's don't get it correct for most of their expenses, however for some reason whenever "Hotel" expense type is selected we are unable to edit it and are currently having to return these expenses to the employee. Is there a setting that we can change to enable this expense type to be changeable when auditing an expense?

[MelanieT · Accepted solution]

@monteypoo  Hello!  

Expense Approvers and Expense Processors cannot change any Expense Types once the Line Item has been itemized. If the line item has been itemized, the report should be sent back to the user to make the necessary changes. 

An Expense Processor will not be able to modify to/from the following Expense Types in the Expense Report:

• Air Fare (with space between Air and Fare)
• Parent Expense Categories
• Mileage
• Cash Advance
• Cash Advance Return
• Currency Gain/Loss
• Expenses linked to Travel Allowances​
• Hotel
• Expense types that have been renamed or created through a mobile app are not editable

For Hotel expenses, if the Spend Category is set to Lodging - Track Room Rate Spending/Lodging - Track Hotel Spending, only the employee would be able to select this expense type. Therefore, a submitted report would need to be returned to the user to make the required changes.

• Track Room Rate Spending relates to Travel Allowances and breaks the expense out on a separate line within the extracted file
• Hotel/Lodging expense types has to be itemized, and the employee can only do itemization
• If you do not use Travel Allowances and are not tracking your Room Rate spending, then the Spend Category can be changed to Lodging - Do Not Track Room Rate Spending - please get in touch with Support to request that this is updated
• The above expense types will not be available on the Expense type dropdown when the processor tries to change an expense type of an expense report

An Approver and Expense Processor will also not be able to itemize any expenses. Whenever new Itemizations are required, the report must be sent back to the user.

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