Hotel Itemization (UI Upgrade)

These instructions cover how to add and itemize a lodging (hotel) expense on a Travel Expense Report. 

Please refer to the following Quick Guides for more detailed information on adding other expenses: 

Click on any of the links below to skip ahead to that section. 

Adding a Lodging Expense from Your P-Card

These instructions cover how to add a lodging (hotel) expense from your P-Card into your Expense Report. Refer to Travel Expense Report (UI Upgrade) for instructions on how to create your expense report.

Step 1: Select Expense tab at the top of the homepage.

Select the Expense tab to start the process for adding a lodging expense.

Step 2: Then, click on the Report that has not been submitted yet.

Locate your expense report under Manage Expenses.

Step 3: Click on the Add Expense button, on the left hand side, to view and add expenses from your P-Card.

Highlight of clicking on the Add Expense button.

Step 4: From there, a window will pop-up with all your available expenses.

Highlight of locating the p-card transaction.

Step 5: Locate and then select the appropriate Lodging expense.

Highlight of select the lodging transaction.

Step 6: Next, click on the Add to Report button to add the Lodging expense to the Report.

Highlight of selecting Add to Report button.

Step 7: Your Lodging expense will automatically appear in the report when you click Add to Report.

Highlight showing the location of the transaction.

Refer to How to Itemize a Lodging Expense for instructions on how to itemize your lodging expense.

How to Manually Add a Lodging Expense

These instructions cover how to add a lodging (hotel) expense that was paid on someone else’s P-Card or your personal credit card into your Expense Report.

Step 1: Select Expense tab at the top of the homepage.

Highlight of locating the Expense tab.

Step 2: Then, click on the Report that has not been submitted yet.

Highlight of locating the Travel Expense Report.

Step 3: Click on the Add Expense button, on the left hand side, and from there a window will pop-up listing your available expenses and the option to create a new expense.

Highlight of locating the Add Expense button.

Step 4: Click on Create New Expense tab to create a new expense on your Expense Report (if you have not already created one).

Highlight of locating the Create New Expense tab.

Step 5: Under the Travel Expenses section, select Lodging.

Highlight of locating the Lodging Expense.

Step 6: Once you have added Lodging as a new expense, fill out the required (as noted by the red asterisks*) and appropriate fields.

Highlight of filling out the required and appropriate fields in the lodging expense.

Step 7: To add your Lodging Receipt image, click on Attach Receipt Image.

Highlight of clicking on the Attach Receipt Image.

Step 8: You will be able to upload a new receipt image or select a receipt from your available receipts.

Click on Attach once you select your receipt.

Highlight of clicking and attaching the receipt.

How to Itemize a Lodging Expense

You will need to itemize your nightly rate based on your stay at the hotel.

Step 1: Select the Itemizations tab located on the top left hand side.

Highlight of clicking on the Itemizations tab.

Step 2: From there, select the Create Itemization button on the left hand side.

Highlight of selecting the Create Itemization button.

Step 3: Select Lodging under the Travel Expenses, expense type.

Highlight of selecting Lodging from the dropdown.

Step 4: Once you have selected the Lodging expense type, you will then define the Entry Type.

Depending on your expenses, please select the appropriate Entry Type.

Highlight of selecting an option under Entry Type.

Single Itemization: Used to define one-time charges, or to enter a missed itemization from a hotel stay that was automatically itemized on behalf of your e-receipt information.

Example: Deposit Amounts

Recurring Itemization: Used to define nightly rates, fees, taxes.

Single Itemization Entry Type

Step 1: On the Entry Type drop down, select Single Itemization.

Highlight of selecting Single Itemization from Entry Type dropdown list.

Step 2: Fill out all the required fields (indicated by the red asterisks *) and appropriate fields.

Filling out the required and recommended fields from the Single Itemization.

Step 3: Select the Save Itemization button.

Highlight showing Save Itemization button being selected.

Step 4: Select the Save Expense button.

Highlight showing the Save Expense button being selected.

Recurring Itemization Entry Type

Step 1: On the Entry Type drop down, select Recurring Itemization.

Highlight showing Recurring Itemization being selected from Entry Type.

Step 2: If your hotel room rate was the same per night, click The Same Every Night.  

Enter in your room rate and room taxes per night, and then click the Save Itemization button.

Highlight showing selection of Same Rate Every Night and clicking on the Save Itemization button.

Step 3: If your room rate was not the same per night, click Not the Same. Enter in your room rate and taxes for each night according to the date.

Once all the rates have been added, click the Save Itemization button.

If your receipt has already been attached, you will be able to easily view your nightly rates.

Not the Same Room Rate is selected and clicking on the Save Itemization button when finished.

Step 4: After you have saved your Itemizations, the page will refresh and you will see each nights' stay itemized by the Date, Expense Type, and Amount.

Showing nightly expenses listed by Date, Expense Type, and Amount.

Step 5: If you have completed adding in all the expenses from your trip, click the Save Expense button in the top right-hand corner.

Selecting the Save Expense button when finished adding itemizations.

Step 6: By clicking on the More Actions button you can either Edit, Delete, Copy, or Allocate an Expense.

Selecting More Actions allows editing, deleting, copying, or allocating expenses.

If you need to allocate an expense, refer to the Allocating Expenses Travel Expense Instructions for more information.

How to Add Additional Itemizations for a Lodging Expense

Step 1: If there are one time charges that did not get created in the previous steps, add in the additional charges by clicking on the Create Itemization button in the upper left hand corner.

Click on Create Itemization button to add additional itemizations.

Step 2: From there, choose your expense type by clicking on the Expense Type drop down.

Highlight showing the expense type dropdown list.

Step 3: Be sure to click on the Save Itemization button after itemizing each expense.

If you need to allocate an expense, refer to the Allocating Expenses Travel Expense Instructions for more information.

Select Save Itemization button when finished adding expenses.

Travel Expense Report Checklist

If you would like to use a checklist, click on the Travel Expense Report Checklist.

Need more help?

Contact Concur Support at concur@fullerton.edu or at 657-278-3600.