Lodging Expenses and Compliance Alerts

Lodging Expenses and Compliance Alerts

Traveler’s claiming out-of-pocket expenses or reconciling their travel card transaction for lodging can be a common occurrence. While lodging is a frequently claimed expense, creating the report line item can be challenging with unique lodging scenarios, receipt itemizations and built in compliance based on University travel policy. The information below is intended to help you avoid common errors when entering lodging information and how to resolve hard stop alerts that prevent expense report submission.

NOTE: Reconciling centrally held travel card lodging transactions is addressed in the Centrally Held Travel Cards FAQ article.

Avoiding and Resolving Lodging Alerts

Preparation is key to avoiding errors and alerts. Before adding the lodging expense item, make sure the report header and travel allowance are completed appropriately, and collect the required supporting materials, including an itemized receipt. If applicable, collect additional documentation, such as the daily conference lodging rate, and validate CONUS or OCONUS rates.

Adding a Lodging Expense.
From the open expense report, click the Add Expense button and add the lodging travel card transaction or out-of-pocket expense. Complete the required fields on the Details tab, including the amount and uploading the receipt. If additional supporting material is required, such as conference material, append the material to the receipt. Enter information in the Comments field to clarify scenarios or travel details that are not easily understood from the uploaded documentation. Click the Itemizations tab to manually create an itemization for lodging. Enter the lodging rate and taxes in the separate fields provided. Click the Save Expense button. If there are any data errors or compliance issues, alerts will be triggered when the expense is saved or report submitted. Alerts will appear in the summary areas of the report and the expense item.

Expanding the summary area or opening the expense item will reveal the alert with recommendations to resolve the issue. Below are steps to resolve frequently encountered lodging alerts.

NOTE: Alerts related to CONUS, travel allowance and/or travel dates may not resolve until the Submit button is clicked. Delegates may click the Submit button to trigger or resolve alerts, but cannot complete the submission on behalf of an active employee.

Itemizations are required for this entry.

Cause: Missing itemization for a lodging expense type.

Resolution: Open the lodging expense, select the Itemizations tab, click the Create Itemization button to add the base lodging itemization form. The basic itemization must include individual line items for the lodging rate and lodging tax. Do not combine these amounts into a single entry, however, if multiple taxes are listed on the receipt, these can be combined into a single tax amount per day. Additional itemizations can be added, if necessary, for personal expenses, penalties, fees, meals, parking, Internet/phone fees and shipping.

screen shot of Lodging Itemization

The Itemization amounts do not add up to the expense amount.

Cause: The amount itemized exceeds or does not utilize the entire lodging amount specified on the details tab.

Resolution: Open the lodging expense, select the Itemizations tab and adjust the line item amounts as necessary to utilize the entire amount. This may include adding additional itemization types.

 Your travel allowance dates do not align with your “Lodging” transaction dates. Either create or update an assigned travel allowance or update your transaction dates.

Cause: Indicates either a missing travel allowance, an incomplete travel allowance or a date misalignment between an existing travel allowance and the lodging dates. This could also indicate a date misalignment between the travel allowance and the report dates.

Resolution: Verify the lodging expense falls within the report header travel dates. Verify there is a complete travel allowance that includes the date and location of the lodging expense item.

Resource: Purpose and Use of the Travel Allowance FAQ

 

 

 “Compliance with UT Lodging Rates” must be checked to verify compliance with Government rates.

Cause: When creating the expense item, the Compliance with UT Lodging Rates check box was manually deselected or was automatically deselected by Concur based on data entry issues on the itemization. An example of this would be entering a daily total (lodging rate and lodging tax) into a single Lodging itemization line item.

Resolution: Verify the itemization includes individual lodging and lodging tax line items. Click the Lodging itemization line to verify the Compliance with UT Lodging Rates check box is selected. If the itemization has not been created, the check box will be available on the Details tab.

screen shot of Daily Conference Rate

 Lodging room rates exceeds the “Daily Conference Rate.” Select “Exception?” of ‘Yes, above daily conference rate.’

Cause: The itemized lodging amount exceeds the manually entered daily conference rate. This may be due to not entering a valid (>$0) conference amount, an incorrect itemization or a reminder to claim as an exception to policy.

Resolution: Verify the conference amount is entered correctly and that the itemization contains two separate line items for lodging and lodging taxes for the entire amount. If correct, edit the Details of the lodging expense to select the appropriate exception and enter comments detailing the situation. In most cases, this would be Yes, above daily conference rate and will route the expense report for additional review by the CBO. 

NOTE: Travelers may be reimbursed up to the CONUS rate for the location even if the conference rate less than the CONUS amount for the location. In this scenario, list the location’s CONUS rate in the Daily Conference Rate field.

 The nightly lodging amount exceeds the Government room rate. "Exception?" must be 'Yes, above government room rate', 'No, booked through Concur/World Travel', or 'No, group room rate'.

Cause: The itemized lodging amount exceeds the CONUS rate for the location. This may also be due to an incorrect itemization or a reminder to claim as an exception to policy.

Resolution: Verify the lodging amount is entered correctly and that the itemization contains two separate line items for lodging and lodging taxes for the entire amount. Verify the room rate is over the maximum reimbursement amount for the location specified in the travel allowance (itinerary) by checking CONUS or OCONUS rates. If the itemization is correct and the verified CONUS/OCONUS rate is the exact or lower amount than the entered lodging amount, edit the Details of the lodging expense to select the appropriate exception and enter comments detailing the situation. Any ‘Yes’ exception will route the expense report for additional review by the CBO.

If you have questions or need additional assistance utilizing the University’s travel system, please contact travel@tennessee.edu.

Details

Article ID: 137178
Created
Wed 12/8/21 4:31 PM
Modified
Thu 1/6/22 4:04 PM
Environment
Travel/Concur