Lodging Details Tab

Use the Details Tab to enter details about the lodging expense.

For per diem lodging expenses, the Room Rates and Other Lodging Expenses tabs also display. See links to Related Topics below for more information.

If you are allowed to correct processed expense reports, but are not allowed to enter to corrections that would change the Expense Incurred amount, the following fields or buttons on the Expense Details tab are disabled:

• Location
• Check In Date
• Check Out Date
• Late Check Out
• Conference
• Clear Location
• Country
• State
• City
• County
• Delete Expense
• Currency (correcting this field would reset the Expense Amount to zero)
• Expense Incurred

Tab Fields

Field	Description
Location	The Location field only displays if the Expense Report Type and Expense Type track multiple locations. Select the location from the drop-down list to which you are applying this portion of your car rental. When you select a location, Start Date, > End Date and Comments (if you added any for the location) default.
Expense Date	To select a date, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." The date you select automatically populates the Expense Date field. This field is required regardless of the Expense Type selected and is non-editable for outstanding expenses.
Provider	Use the drop-down box to select the provider used for this lodging expense. This field displays only if the Provider checkbox is selected in the Required Fields group box in the Input Options tab of the Expense Types screen.
Short Description	This field defaults a description of the expense type. It is used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
Itinerary	Enter your itinerary in this field (e.g., "Washington, DC to Dallas, TX" or "Washington, DC /Dallas TX/San Francisco, CA"). This field is required regardless of the expense type selected, and displays only if the Itinerary check box is selected for this expense type in the Required Fields group box in the Input Options tab on the Expense Types screen.
Comments	Use this optional field to enter any comments regarding this expense. This field is non-editable if the expense is an outstanding expense and the Comments have already been entered.
Agreement Number	Enter the agreement number that was used for this expense. This field is required, if displayed. It is available only if the expense type has been configured to require it.
Check In Date	To select the date on which you checked into the hotel, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." This field is non-editable if the expense is an outstanding expense.
Check Out Date	To select the date on which you checked out of the hotel, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." This field is non-editable if the expense is an outstanding expense.
Late Check Out	Select this check box if you checked out of the hotel after the required checkout time and were charged an extra night's stay. If you select this checkbox, the ceiling amount on the next page is increased by one day. If this expense is an outstanding expense, this field is non-editable and displays as selected or not selected as determined by the Maintain Expenses screen.
Number of Nights	The system calculates this field by subtracting the Check-In Date from the Check-Out Date. It uses this value to determine the "not to exceed" ceiling amount. If the Check-In Date and the Check-Out Date are the same, the Number of Nights field will be "1." This field is non-editable if the expense is an outstanding expense.
Conference	This field displays only for Conference-Lodging expense types. Select Conference if the expense should be reimbursed at the adjustment percentage rate (for example, 125%), instead of the normal Per Diem Ceiling or Per Diem Allowance rate.
Pay Method	Use the drop-down box to select the method that was used to pay for this expense. The default pay method is determined by the expense type selected and how it was configured. The list of valid payment methods is determined by those set up for the expense type and those set up in the employees' Expense Classes screen. This field is non-editable for outstanding expenses.
Currency	Use the drop-down box to select the currency used to pay for this expense. This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses. Note: This field does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount.
Exchange Rate	This field displays the exchange rate for the selected transaction currency and the user's pay currency. You can change this rate if the Modify Exchange Rate check box is selected in the Expense Classes screen. This field displays only if the expense type selected is configured to use multiple currencies and is non-editable for outstanding expenses.
Expense Incurred	Enter the full amount of the expense. This may or may not be the amount that is reimbursed. Depending on how this expense type is configured, you may not be reimbursed for amounts that are over the ceiling amount. This field is non-editable for outstanding expenses. Note: This field does not display if you are allowed to correct processed expense reports, but are not allowed to enter corrections that would change the Expense Incurred amount.
User Defined #1	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
User Defined #2	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
User Defined #3	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
Short Description	This field defaults a description of the expense type. It is used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
View Per Diem Rates Subtask	Click Per Diem Rates subtask link to view per diem rates for this expense.
Exit	In Wizard mode, click this to discontinue entering the current expense and return to the Expenses tab without saving your changes.
Back	In Wizard mode, click this to return to the previous page.
Continue	In Wizard mode, click this to proceed to next page. You may receive validation error messages before the Wizard can proceed.