Before you can add lodging expenses, you must first either create a new expense report or open an existing one.
To add or edit a lodging expense, complete the following steps:
In the Expense Report form, click the Claimed Expense bar or click the plus sign (+) at the end of the bar to display the Claimed Expenses section. When you open an existing expense report in Draft status, this section displays automatically.
Click Add Expense » Lodging, or if you want to edit an existing expense, select the expense from the table on the Claimed expenses screen and click Edit Expense » Lodging. If a pop-up menu displays, select the associated expense type.
The Add/Edit screen displays a series of tabs displays. Starting with the first tab, complete fields and options as needed or required and click Continue to proceed to the next tab.
To complete the process, click Save on the last tab.
To learn more about the tabs and fields that display in the Add/Edit Expense screen, scroll through this topic, or click one of the links in the following list to jump to a specific section:
Outstanding Expenses — This tab displays expenses that were either imported from a credit card feed or manually entered as a batch expense from which you can select.
Details — Use this tab to enter background information about the expense.
Amount — Use this tab to enter expense amounts.
Taxes — If applicable, this tab displays tax information for this expense type.
Charge Allocation — Use this tab to allocate the expense to the appropriate charges.
If you have expenses that were either imported from a credit card feed or manually entered as a batch expense, you may opt to select one of those items to expense on this expense report. If you select an outstanding expense, some of the required fields populate with information retrieved from the Expense » Process » Maintain Imported Expenses screen. The list is comprised of those expenses sourced from the type of expense you are using or from "Other."
The "Other" expenses are included in this list because there may be miscellaneous expenses pertaining to the type of expense you are currently adding and categorized as "Other" expenses but should be expensed as a "Car Rental" or "Lodging" or Transportation expense.
You are not required to select an outstanding expense if it exists. You can bypass this screen by clicking Continue.
If you select an outstanding expense, certain fields will not be editable. Those fields are identified in the table below.
Field Name |
Description |
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Source |
This field displays the expense category of the expense. |
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Transaction ID |
This field displays the transaction ID that was imported or entered on the Maintain Expenses screen for this expense. |
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Merchant Name |
This field displays the merchant name used for this expense. If it is blank, the merchant name was unknown at the time the outstanding expense was posted. |
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Date |
This field displays the expense date that was imported or entered on the Maintain Expenses screen for this expense. |
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Amount |
This field displays the amount of the outstanding expense. |
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Provider |
This field displays the provider used for this expense. If it is blank, the provider was not known at the time the outstanding expense was posted. |
Click Cancel to exit and return to the Claimed Expense(s) screen.
After completing fields on this tab, click Continue to advance to the next tab.
Use the Details tab to enter required and optional information about the expense.
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
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.
Click Per Diem Rates to view per diem rates for this expense.
Click 
to select a date for the expense. The Select a Date dialog displays the current and previous month. 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.
Click to select the date on which you checked into the hotel. This field is required regardless of the expense type selected.
This field is non-editable if the expense is an outstanding expense.
Click to select the date on which you checked out of the hotel. This field is required regardless of the expense type selected.
This field is non-editable if the expense is an outstanding expense.
Select this checkbox 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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
This button only displays in the Add mode. Click Back to return to the previous tab.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
The Amount tab of the Lodging wizard contains information regarding how much was spent, how payment was made, and ceiling information. This page displays only if the expense type is configured to be either non-per diem or per diem ceiling (where the actual amount spent is entered). Depending on the configuration of the expense type, some fields will be hidden
This field displays the amount of the expense entered in the Expense Incurred field on the Details tab.
When other lodging amounts exist, the Expense Incurred amount must equal the sum of the Room Rate entered plus the sum of the Tax Rate entered plus the sum of any Other Lodging Expenses entered. If no other lodging amounts exist, the Expense Incurred amount must equal the sum of the Room Rate entered plus the sum of the Tax Rate entered plus any Personal amounts you enter.
Enter the amount of the expense that is personal. This amount is not reimbursed. The amount must be at least equal to the value of room rate plus tax for all Personal nights.
When you click Continue, Deltek Expense validates this field to confirm that the amount entered is at least the sum of Room Rate plus Tax Rate for rows where the Personal check box is selected in the Rooms Rates section of the Amounts tab.
Enter the amount that is deemed "Unallowable." This amount is reimbursed.
The term "Unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only.
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The term "Unallowable" is used by government contractors and government agencies to determine specific costs that must be subtracted from the financial statement bottom line. These amounts typically are routed to a separate General Ledger account for financial purposes only. |
The Other Expense field displays only if the expense type is configured to allow other lodging expenses. Deltek Expense subtracts the sum of the Room Rate plus the sum of the Tax Rate and enters the remaining value in this field.
Deltek Expense calculates this value. If the amount over the ceiling amount is NOT reimbursed, that amount displays in this field. If the amount is under the ceiling amount or if the over-ceiling amounts are reimbursed, this field will be zero.
Deltek Expense calculates this amount by subtracting from the expense incurred any amount that is over the ceiling and not reimbursed and by any personal amount.
This is a non-editable field. It is used as the "not to exceed" ceiling for this type of expense. The system calculates it on a per-day basis, meaning that, if the expense is for three days, the system multiplies the ceiling amount by three and displays the result here. This field is blank if there is no ceiling for this expense.
If you are supervisor and therefore authorized to modify the ceiling amount of an expense, you can modify the ceiling on a per day basis. If you enter a new ceiling amount in Ceiling field and the expense is configured to calculate the ceiling per-day, the Adjustment Explanation dialog box displays.
Click Recalculate to update amounts in the following fields:
Personal
Other
Non Reimbursable
Reimbursable
Ceiling
Over Ceiling
This field displays the amount of the expense that is over the company-defined ceiling amount. Whether it is reimbursed or not depends on how the expense type is configured.
Supervisors with rights to modify their employees' expense reports can use this field to adjust the ceiling amount up or down depending on the expense and the explanations given. For all other users, this field is non-editable.
This non-editable field displays the adjusted ceiling.
If the amount that is over the ceiling amount is NOT reimbursed, that amount displays in this field. If the amount is under the ceiling amount or if the over ceiling amounts are reimbursed, this field will be zero.
Use this section to add, edit, or view room and tax amounts and enter any personal and/or unallowable amounts. See Room Rates for descriptions of fields and options in this section.
Use the Other Expense section of the Amounts tab to enter additional charges. The Other Lodging Expense section displays only if the expense type is configured to allow other lodging expenses.
See Other Lodging Expenses for descriptions of fields and options that display in this section.
This button only displays in the Add mode. Click Back to return to the previous tab.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
The Taxes tab displays tax information for this expense type. Based on how the tax schedule selected for this expense type is configured, it may be a one-tier tax or a two-tier tax. Also, if the system is so configured, the user can edit the tax amounts. This screen displays only if the system is configured to calculate taxes on this expense type.
This non-editable field displays the type of tax used for this expense type.
Use the drop-down to select the tax schedule to be used for this expense. The valid values are those tax schedules that have the same tax type that was linked to the expense type in the Expense Types tab of the Expense Report Types screen.
Use the drop-down box to select the location where the expense occurred. The values are the locations that were set up for the tax schedule linked to the expense type.
This field displays only if the tax schedule linked to the expense type requires that a location be entered.
Enter the tax id for this expense. If a provider has been supplied and that provider contains a tax ID, that ID displays. Otherwise, you will be required to enter one.
This field displays only if the tax schedule linked to the expense type requires that a tax ID be entered.
This field displays the tax amount for the first tier tax of this expense. The system calculates this value by multiplying the expense incurred amount entered in the Amount tab by the tax rate entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow you to do so.
This field displays the tax amount for the second tier tax of this expense. The system calculates this value by multiplying the expense incurred amount entered in the Amount tab by the tax rate entered for the tax schedule or location (if one is required). You can change the rate if both the expense report type and the expense class allow them to do so.
This field displays the total amount of taxes for this expense. The system adds the first tier and the second tier tax amounts for the total.
This button only displays in the Add mode. Click Back to return to the previous tab.
Click Cancel to exit and return to the Claimed Expense(s) screen. This button does not display in the View mode.
This button only displays in the View mode. Click Close to exit and return to the Claimed Expense(s) screen.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
The Charge Allocation tab displays information regarding how the expense is allocated and allows you to change the percentage or the amount that is allocated to each of the charges.
Use the drop-down box to select how you want the expense allocated. The valid values are "Percentage" and "Amount." If you select "Percentage," you can edit the Percent field of the allocation table. If you select "Amount," you can edit the Amount field of the allocation table. The default is "Percentage."
The percentage must total 100%, and the amount must add to the total amount of that portion of the expense.
On the Amount tab, if you entered an amount that is over the ceiling amount or is unallowable, this field is a drop-down box from which you can select Under Ceiling, Over Ceiling, or Unallowable. Otherwise, this field is non-editable and displays the default value, "Under Ceiling." If you change the value in this drop-down box, the values in the table change accordingly.
Use this table to select the charge type(s) used for this expense. All fields in this table can be configured to default in automatically, or you may be required to select a value for one or more of the fields.
Field Name |
Description |
|
ID |
This field displays the expense category of the expense. |
|
Percent |
This field displays the transaction ID that was imported or entered on the Maintain Expenses screen for this expense. |
|
Amount |
This field displays the merchant name used for this expense. If it is blank, the merchant name was unknown at the time the outstanding expense was posted. |
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Charge Type |
This field displays the expense date that was imported or entered on the Maintain Expenses screen for this expense. |
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UDT02 ( Project) |
This field displays the amount of the outstanding expense. |
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Description |
This field displays the provider used for this expense. If it is blank, the provider was not known at the time the outstanding expense was posted. |
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User-Defined Tables (UDT) Deltek Time & Expense contains 15 UDTs. Because UDTs are defined by the user, the values that display (for example, Project) vary by company. For the purpose of this discussion, the values are referred to as UDT01 – UDT15, but the values that display in your version of Time & Expense depend on configuration settings enabled by your system administrator. Additionally, the UDTs available for a particular type of expense are determined by the type of charge you select in the Charge Type field. Learn more about the UDTs that may display on the Charge Allocation screen. |
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This field displays the total amount of the expense that is allocated to "Under Ceiling," "Over Ceiling," or "Unallowable," depending on the selection in the Expense Portion drop-down box.
After completing fields on this tab, click Continue to advance to the next tab. This button does not display in the View mode.
Click Back to return to the previous tab.
This button only displays in the Edit mode. Click Reset to clear any modifications you have made and return to the original data.
Click Save to save your modifications to this expense and return to the Claimed Expenses screen. This button only displays in the Edit mode.
