Hotel Folio

THINGS TO REMEMBER

Hotel is considered as one of the major expenses in Audit
Hotel claims usually require original and complete itemized receipts from the vendor
A traveller/company name must be present on the receipt
DAVEP still apply

HOW TO IDENTIFY A VALID HOTEL RECEIPT

A valid hotel receipt should have the ff. details - Basic components (DAVEP), Check in & Check Out Date (follow SOP for Date), itemization/details and traveller's/company name.
It also shows the following details, but not required (unless stated otherwise).

Hotel Folio Number (as a reference if it's for a duplicate transaction)

It must be detailed / Complete Hotel Folio, including the traveler's name in addition to the DAVEP.

If the provided folio doesn’t show all charges, please send back the report for “No Receipt.” Verify the charges on the receipt to the amount that has been paid.

Example: The expense below should be failed for "No Receipt" since the charges on the folio do not match the total amount that has been paid.

ADVANCE BOOKING

Booking Confirmation is acceptable even without Proof of Payment but it should contain DAVEP.
Booking confirmation with tax rate; number of days & other applicable taxes shown is considered itemized.

THIRD PARTY VENDOR

Receipts from Third party vendor (Hotels.com, Agoda, Expedia, Egencia, Trip Advisor and the like) are acceptable.

Note: traveller's name must still be present on Third Party issued receipts.

'LODGING IN LIEU OF HOTEL', 'STAYING/ LODGING WITH FRIENDS' EXPENSE TYPES (AND SIMILAR)

A valid receipt for the lodging is still required, unless otherwise stated in the client's profile.
Auditors are encouraged to reach out to CS team to check if a note should be added to the audit profile.

HOTEL CLAIMS with FAPIAO RECEIPT

For Hotel claims with fapiao receipt, hotel folio with complete details must also be provided.

If the client accepts fapiao only, then it should be noted on their audit profile.

CREDIT CARD SLIP

Credit Card Slip is NOT acceptable as a valid receipt for the Big three expenses unless stated on the client’s guidelines.

HOTEL DESCRIPTION

Hotel Folio should show the actual Hotel charges.

If Hotel Folios only have the breakdown of taxes without the actual Hotel charges, it will NOT be considered as itemized/or as description.

'Deposit' as description is acceptable for Hotel expenses

Other hotel 'description' that are acceptable (examples but not limited to):

If the hotel expense is for a low-cost establishment, is booked through a third party vendor AND there is no description on the provided receipt/folio, then we can accept the description if it is part of the establishment name.

INCOMPLETE HOTEL FOLIO SHOWING SUMMARY PORTION ONLY

If the submitted hotel folio is incomplete and only shows a summary of the charges instead of the daily breakdown of charges, it is NOT acceptable.

This is because it has no exact dates and amount for each charge, as well as description of any possible incidental charges which can affect the validation of other policy questions.

DUPLICATE COPY

If Duplicate Copy of the receipt is required: MRG cannot be applied regardless of number of failure.

MISSING RECEIPT GUIDELINES (MRG)

For some clients, MRG can be accepted in lieu of missing hotel folio.

E-RECEIPT

NON - TRADITIONAL HOTEL FOLIO

E-receipts are acceptable receipts. E-receipts are imported itineraries coming from vendors who participate in Concur's E-receipt program.

E-receipt without details is acceptable as long as any supporting documents are attached showing the complete and accurate details. Supporting documents can either be cc feed, Concur Travel Itinerary/Cliqbook icon OR credit card statement.

Please refer to DYK Presentation - E-Receipt Without Details

Definition: Non-Traditional Hotel Folio refers to documents for hotel stay expenses where the format of the receipt does not adhere to the typical hotel folio format and some required information may be missing (e.g., check-in/out dates, traveller’s name) AND the vendor does not identify as a Low-Cost Establishment.

SOP:

For Standard Hotel Folio, follow current SOP.
For Non-Traditional Hotel Folio, we will follow the below process:

Elements required to be present on the Folio to be considered as valid receipt:

DAVEP
Date: single transaction date matching the expense details is sufficient.
Breakdown of Charges/Itemization Details

If traveller’s/Company’s Name is required, it will be asked separately within the expense line item either as a policy question or note.

Image Sample:

Scenario 1:

This receipt is acceptable. Although it appears cut-off from the right side, all the necessary information is present.

Though it lacks both Travel Dates and traveller’s Name, the presence of these elements are not mandatory for Non-Traditional Hotel Receipts, hence we can pass. Note that this will only be flagged as Missing traveller’s Name if there is a separate question or note asking for this element.

Scenario 2:

This receipt is acceptable. Although it appears cut-off from the bottom portion, all the necessary information is present.

Scenario 3:

This receipt is acceptable. Although it appears cut-off from the bottom portion, all the necessary information is present.

Though it lacks the Travel Dates, the presence of this element is not mandatory for Non-Traditional Hotel Receipts, hence we can pass.

Scenario 4:

This receipt is acceptable as all the necessary information is present.

Though it lacks the Travel Dates, the presence of this element is not mandatory for Non-Traditional Hotel Receipts, hence we can pass.

Scenario 5:

This receipt is acceptable as all the necessary information is present.

Though it lacks the Travel Dates, the presence of this element is not mandatory for Non-Traditional Hotel Receipts, hence we can pass.

DATE

DESCRIPTION

STANDARD OPERATING PROCEDURE

EXAMPLE

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VALID DATE

We can base the date on the ff: Issue Date /Booking Date/ Transaction Date, Arrival Date, Departure Date, Within the Arrival and Departure date range.

TRAVEL DATES

For missing transaction and/or travel dates, please refer to the table below.

NOTE: Travel dates are not required for low-cost establishments. If the client requires additional check in/check out dates for low-cost establishments, it should be included in their SWB profile.

For further information, please refer to DYK - Travel Dates for Big Three Expenses.

DATE PARTIALLY COVERED

For Check in & Check out Date (Follow SOP) if it's partially covered or stamped as long as there's a presence, we can accept. Date should match with any of the dates in the Folio's description details.

DATE of the PARENT EXPENSE

Date of the parent expense should match with the hotel folio or within the range: Arrival and Departure (Cash/OOP). This also applies to Hotel Booking confirmations.

AMOUNT

DESCRIPTION

STANDARD OPERATING PROCEDURE

EXAMPLE

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HANDWRITTEN

For Big three expenses, handwritten date and/or amount is NOT acceptable. Amount and/or date should be clearly printed on the supplied receipt.
We can only accept handwritten amount or comment/justification for these expenses, if it’s for ‘no receipt required” expenses.’(i.e. marked as personal, Tip, Per-diem) or for low cost establishment.

Sample scenarios:

Scenario 1: Total amount is handwritten in Hotel or Car Rental expense and amount difference is for tip/gratuity. This is acceptable as "Tips" in general don't have receipts. (We can only accept comments if amount discrepancy is for ‘no receipt required” expenses)

Scenario 2: Total amount is handwritten in Hotel expense and amount difference is for meal (as per end user comment), this is NOT acceptable, and should provide the receipt for meal expense).

ESTIMATED COST

Estimated Cost is acceptable as long as it MATCHES the amount or claim amount lower than the receipt.

TOTAL AMOUNT MISSING; ONLY DAILY ROOM RATE and NUMBER of NIGHTS PRESENT

If the total amount is not reflected on the hotel folio but the daily room rate and number of nights are present, Auditors can do a quick calculation to confirm if it matches the amount being claimed.

Example:

Claim Amount = ZAR 1300

The example of hotel folio below shows the daily room rate of ZAR 650.00 and number of nights is 2.
Confirm the total amount by multiplying the room rate and number of nights.
Total amount is ZAR 1300 which matches the claim amount. Hence, the report should be passed.

EXPENSE TYPE

DESCRIPTION

STANDING OPERATING PROCEDURE

EXAMPLE

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ACCEPTABLE HOTEL EXPENSE TYPES

Other Acceptable Hotel expense types:

Hotel or Room Rate
Accommodation
Lodging
Travel-Hotel (This is custom expense type but it is still specific to Hotel claims, hence acceptable).

RELOCATION

Relocation Expense type is acceptable for Big Three (visit SOP Expense Type page for the complete details)

HOTEL INCIDENTAL AS PARENT EXPENSE TYPE (W/ HOTEL ROOM CHARGE)

If end user utilized one of the incidentals (eg. Dinner, Parking, Laundry etc) as the "parent" expense type (when there's a Hotel room charge), send back for "Incorrect Expense" type, and flag the assigned CS to verify with the client for next steps.

ONLY INCIDENTAL CHARGES PRESENT IN HOTEL FOLIO

If parent line item is Hotel and hotel folio shows only incidentals, This is acceptable as long as the end user properly itemized the expense. If the end user did not itemize we will call out the hotel expense as Expense type incorrect.

CUSTOM/VAGUE EXPENSE TYPE

Custom/Vague expense types cannot be used for Big three expenses, unless noted in the profile. The typical or the standard Big three expense types should be used.

If Custom expense type was used for Big three, send it back for "Incorrect Expense Type."

Though we can act on claimant/non-claimant's comment, this should still be called out and reach out to client if they allow custom expense type for Big three expenses. If so, a note should be added in the profile.

MANDATORY / COMPULSORY CHARGES

Any mandatory/ compulsory charges that is incurred in relation to the room charge can be claimed under "Hotel/ Room Tax" expense type.

Examples of these charges are but not limited to:

Resort fee
Service Charge

The Resort Fees must be considered mandatory charges. When identifying or highlighting hotel charges in a folio, we will exclusively refer to the 'Description' column as our reference point for the charge details.

traveller'S NAME

DESCRIPTION

STANDARD OPERATING PROCEDURE

EXAMPLE

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GOLDEN RULE

The traveller’s name does NOT have to match the employee’s name. We just have to confirm that a traveller’s name is visible on the receipt.

ADDRESSED to the COMPANY

There are some instances wherein the receipt is addressed to the Company instead of the expense submitter, and this is acceptable.

travellerS NAME/COMPANY NAME PRESENT in the DESCRIPTION

A company name or traveller's name under the description in a hotel folio is acceptable.

INITIALS

If the name was in the form of Initials (e.g. M. Torres), it is acceptable.

NO NAME PRESENT on RECEIPT or NAME MISMATCH

Comments entered by the claimant: Comment to justify for missing/mismatch traveller's name is acceptable. Auditors will make best efforts to take appropriate action in light of the additional information provided. This also applies to clients with traveller’s name requirement.
If NO traveller's name present or valid comment justifying the missing traveller's name, choose “Missing Employee/traveller name” option. If unavailable, choose 'No Receipt/Missing Receipt' option instead, and flag the CS team to have the 'Missing Employee/traveller name' added to the client's profile (NOTE: Updates can only be made for Professional clients, and does NOT apply to Standard Clients). Please reach out to your assigned Team Leads to verify.
"Employee/traveller name does not match" – This enhanced exception category or answer option will be available if clients want the EMPLOYEE OR traveller NAME to match (Please visit DYK Presentation - SWB New Enhanced Audit Exception Categories for the other enhanced answer options).

NAME on SUPPORTING DOCUMENTS

There are also other cases that the traveller’s Name is not available on the receipt but it’s present on other supporting documents such as the Credit Card Statement, Credit Card Slip and Credit Card Feed. These documents can be used as reference for the traveller’s Name. Please refer to DYK Presentation - traveller's Name Listed on Credit Card Slip, Credit Card Statement and Credit Card Feed

(/) APPEARS IN travellerS NAME

If the traveller's Name is showing this symbol ( / ) on the E-Receipt, we can base it on the cc feed as long as it can be confirmed for the same expense (E-Receipt and Credit Card Feed).

LOW COST ESTABLISHMENT

traveller's name check doesn't apply if traveller's name field is not reflected on the receipt. Please refer to (DYK Presentation - Hotel Receipts - Inn, B&B, Motel & Hostel)

THIRD PARTY VENDOR

Low cost establishment booked through a third party vendor would still require a travellers name.

traveller'S NAME is PART of the E-MAIL ADDRESS

If there's NO traveller's Name, but it is part of the e-mail address indicated on the folio/receipt - it is acceptable.

CONFERENCE/MEETING

We should NO longer check for traveller’s name for conference/meeting held in a Hotel or meal expense with Hotel folio as a receipt. We will only look for traveller's name if it's for the actual Hotel Stay.

NICKNAMES

At times, users will use their nicknames on their travel documents. Auditors may use an external resource to check if the name provided is a valid nickname. You may refer to the links below which you can use as reference for the most common male and female American names and their typical nicknames.

Men
Women

OTHERS

(Valid/acceptable receipts for BIG three expense types (Hotel, Airfare, Car Rental) must be detailed/complete folio/itinerary/receipt, including the traveller's name, in addition to the DAVEP)

DESCRIPTION

STANDARD OPERATING PROCEDURE

EXAMPLE

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SUB-ITEMS

Receipt Validation question ("Is there a receipt for this item?") for Hotel Incidental charges (e.g. Meals, Parking, Laundry) is now answerable by YES, and policy questions should be answered accordingly.

HOTEL INCIDENTAL CHARGES

Incidental charges or expenses, which are sometimes simply referred to as "incidentals," are costs for miscellaneous items or services that may be incurred at the hotel (other than room rate and tax) such as: Meal, Parking, Laundry, Internet, Phone, etc.

Note: Credit Card Surcharge, Credit Card fee or similar is not an incidental charge

PACKAGE DEALS with no BREAKDOWN for BIG THREE EXPENSE

In accepting a valid receipt, criteria in identifying a Big 3 receipt must be met (with travel details) even if it does not have the breakdown of charges for Hotel, Airfare and Car Rental.
While in accepting the amount, SOP will still apply. It is acceptable if the end user is claiming the total or less than the receipt total amount.
Acceptable expense type can be any of the Big 3 expenses being claimed and follow SOP

HOTEL ITEMIZATION

For Receipt Audit Clients, itemization on Expense Report is not necessary.

CUT-OFF

Cut-off receipt or portion of the receipt for Big three expenses are ACCEPTABLE as long as all the required information are present and correct, unless stated otherwise.