Hotel Itemization
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.
Table of Contents:
If you need assistance with logging into Concur, please go to Logging into Concur.
How to Add a Lodging Expense
Step 1: Select Expense tab at the top of the homepage.
Step 2: Then, click on the Report that has not been submitted yet.
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.
Step 4: Click on Create New Expense tab to create a new expense on your Expense Report (if you have not already created one).
Step 5: Under the Travel Expenses section, select Lodging.
Step 6: Once you have added Lodging as a new expense, fill out the required (as noted by the red asterisks*) and appropriate fields.
Step 7: To add your Lodging Receipt image, click on 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.
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.
Step 2: From there, select the Create Itemization button.
Step 3: Select Lodging under the Travel Expenses, expense type.
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.
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.
Step 2: Fill out all the required fields (indicated by the red asterisks *) and appropriate fields.
Step 3: Select the Save Itemization button.
Step 4: Select the Save Expense button.
Recurring Itemization Entry Type
Step 1: On the Entry Type drop down, select Recurring Itemization.
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.
When itemizing a resort fee, please add it to the Room Tax section.
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.
When itemizing a resort fee, please add it to the Room Tax section.
If your receipt has already been attached, you will be able to easily view your nightly rates.
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.
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.
Step 6: By clicking on the More Actions button you can either Edit, Delete, Copy, or Allocate an Expense.
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.
Step 2: From there, choose your expense type by clicking on the Expense Type drop down.
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.
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 [email protected] or at 657-278-3600.