Adding Lodging Expenses

Click the Add Expense button. The Add Expense button appears on the main expense report page, toward the upper left side of your screen.

Locate/create the expense. 

If the expense was paid via the T-Card and/or a picture of the receipt was taken with the Concur app: 

• Click the Available Expenses tab and check the box(es) for the appropriate expense(s). 
• Then, click the Add to Report button. 

Note: If the receipt and T-Card transaction appear as separate expenses, combine them by checking the box for each and then clicking the Combine Expenses button. 

If the expense was paid personally (and a picture of the receipt was not taken with the Concur app: 

• Click the Create New Expense tab and select the Lodging expense type. 

Note: You can narrow the list of expense types by typing part of the name in the search field at the top of this section.

If needed, open the expense details and select the Lodging expense type.

Enter the Check-in Date. Either enter manually or use the calendar.

Enter the Check-out Date.

Enter the Transaction Date. This is the date when the lodging expense was paid.

Verify/update Trip Type. This fills in from the Report Header and determines the object code for this expense.

Verify/update the Business Justification. This fills in from the Report Header.

Enter the Lodging Location. If the actual location is unable to be found, enter the closest city. You can use the globe icon for a list of cities within a county. Click the globe icon, select the country, then use the dropdown to the right to select the appropriate city.

Select the Vendor. Use the Vendor dropdown to select the name of the hotel or, begin typing the hotel’s name to narrow down the list. If the hotel is not listed, select Other Lodging

Select the Payment Type.

Enter the Transaction Amount and, if needed, change the Currency. If paid for personally (out of pocket), enter the amount for which you are seeking reimbursement. Otherwise, the amount fills in for you automatically based on the charge amount.

Attach the receipt to this expense. You can also attach receipts later in the process. Visit the Attaching Receipts and Other Documents guide for details.

Click the Itemizations tab. The Itemize tab is in the upper left of your screen. Itemize the lodging expense to account for each individual expense within the overall charge.

Is this expense already itemized? If so, skip to step 21.

Click the Create Itemization button.

Select the Lodging expense type. You can narrow the list of expense types by typing part of the name in the search field.

Indicate whether the room rate was the same every night. Use the tabs along the top of this section to indicate. Your screen will change depending on your selection. Either combine the nightly taxes into one amount or enter them individually.

Enter the nightly Room Rate and taxes.

Click the Save Itemization button. The Save Itemization button is in the lower left of your screen.

The lodging expense is now itemized. Look beneath the Itemizations tab to determine whether the expense is fully itemized.

Review the itemizations and update if needed. To update an itemization: Select the itemization from the list, then change the information as appropriate (for example, select a different expense type or enter missing information). Click the Save Itemization button when done.

Continue itemizing this expense, if needed. To add an itemization: Click the Create Itemization button, select the appropriate expense type, enter the needed information, and click the Save Itemization button.

Once the expense is fully itemized, click the Save Expense button. The Save Expense button is in the upper right of your screen. A fully itemized expense will show $0.00 remaining when you look under the Itemizations tab.