THINGS TO REMEMBER
HOW TO IDENTIFY A VALID HOTEL RECEIPT
ADVANCE BOOKING
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)
HOTEL CLAIMS with FAPIAO RECEIPT
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
INCOMPLETE HOTEL FOLIO SHOWING SUMMARY PORTION ONLY
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:
Elements required to be present on the Folio to be considered as valid receipt:
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.
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 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
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
EXPENSE TYPE
DESCRIPTION
STANDING OPERATING PROCEDURE
EXAMPLE
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ACCEPTABLE HOTEL EXPENSE TYPES
Other Acceptable Hotel expense types:
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:
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
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.
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
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.
Article ID: 957
Created: December 5, 2024
Last Updated: December 5, 2024
Author: r.sharma
Online URL: https://agentx-phpkb-dev.hgsdigital.com/article.php?id=957