How to Itemize Accommodations Using the Average Nightly Rate

Transcription

1 How to Itemize Accommodations Using the Average Nightly Rate This Quick Reference Guide demonstrates how to itemize an accommodations expense using the Average Nightly Rate method. If your department allows it, the itemizations for your accommodations expense can be greatly simplified using the Average Nightly Rate method. 1

2 1 To begin, go through the Hotel bill and identify any recurring charges: recurring charges include the nightly charge for the room and any other recurring taxes or fees: in the above example, the room rate is noted as the package charge. 2 Add all recurring charges together: In the above example, the total is $1, *Note: other recurring charges such as Meals, Laundry, Parking, Entertainment, or any recurring charges for the tax of these items should not be included in the recuring charges total in the above example you can see the Movie charge and the Movie/Games tax were not included In Concur, select New Expense (for an out of pocket expense; Travel Card transactions should be added to the report by hitting Import Expenses ) and then fill out the above information. The transaction date should be the checkout date. 4 Once done, hit Itemize, which will take you to the next screen.

3 5 6 5 On the Nightly Lodging Expenses tab, enter in the check in date (the checkout date will be entered automatically from the previous screen) and then divide the sum of the recurring charges, determined in step two. In this example, we had a total of $1, and a stay of four nights, giving us an average of $ This number should be entered as the room rate, pictured above. Hit Save Itemizations (unless step six is needed) 6 If there were other additional recurring charges (for example, laundry, or Wifi) these should be entered in the Additional Charges section drop downs. Entering charges in this section will result in corresponding itemizations for each night of stay, so any expenses that did not reoccur every night should not be included here. Once done, hit save itemizations The itemizations for all recuring charges will now be displaed on the left side of your report under the list of Expenses.

4 7 8a 7 If there is a balance after the recurring itemizations are entered, the system will automatically default to adding individual itemizations. The Total, Itemized, and Remaining amounts will be displayed in the upper right hand corner. 8 Select the desired Itemization type from the Expense Type drop down, fill out the corresponding information, and hit Save. If you cannot find a matching itemization type from the list, please use Miscellaneous travel and leave a comment explaining the expense. 8b

5 Occasionally you will find that after entering in itemizations for everything listed on the receipt, you will have $0.02 or -$0.02 remaining. You will not be able to submit the report until the amount remaining equals zero In this situation, simply select one of your itemizations by clicking the arrow to the left of the date in order to expand the expense and display all of the itemizations: Then select one of the itemizations and either increase or decrease the itemization amount by the remaining amount.

6 You have now successfully itemized your accommodations expense using the Average Nightly Rate method.