Use this screen to add, edit, or delete other expenses that will be expensed in conjunction with lodging expenses.
This table displays the other expense types that can be charged in conjunction with lodging expenses.
Use the Add Other Lodging Expense function to add other lodging expenses that will be used in conjunction with lodging expenses on an expense report.
Enter a 10 digit, uppercase, alphanumeric, other lodging expense value code. Each code must be unique.
Enter up to 30 characters for the other lodging expense description. The description must be unique and properly capitalized because it will be used in drop-down boxes and as column headings for reports and inquiries.
Select this checkbox if the amount entered against this other lodging expense will default to personal. The user is not reimbursed for any expenses that are deemed personal.
Select this checkbox if you want the user to be able to change amounts from personal to non-personal. Amounts that are deemed not personal may be eligible for reimbursement.
Use the drop-down box to select the expense type to which this other lodging expense should be attached. The valid values will be all expense types that have already been set up in the system.
You have already set up the following expense types:
AIRFARE (Airfare)
CARRENT (Car Rental)
RMSRVCE (Room Service)
MOVIES (Movies)
PHONE (Phone)
You are currently setting up an expense type called "LODGING" and want to link room service and phone calls to it so users can account for these "other" expenses when filling out their expense reports for lodging. In the Other Lodging Expenses tab, you set up the following:
Other Lodging Expense #1:
|
Code |
ROOMSERV |
|
Description |
Hotel Room Service |
|
Default Personal |
Checked |
|
Override Personal |
Unchecked |
|
Expense Type |
RMSRVCE |
Other Lodging Expense #2:
|
Code |
HOTELPHONE |
|
Description |
Hotel Phone Calls |
|
Default Personal |
Unchecked |
|
Override Personal |
Checked |
|
Expense Type |
PHONE |
When entering their lodging expenses, users will enter "Other" expenses for room service. The amount expensed for room service will be set to Personal (Default Personal checkbox is selected) and users cannot override it (Override Personal checkbox is not selected). They will not be reimbursed this amount.
Users will also be able to enter "Other" expenses for phone calls made that appeared on their hotel bills. The amount expensed for phone calls will not be set to Personal (Default Personal checkbox is not selected), but users can override that (Override Personal checkbox is selected).
The Charge Types (General Ledger accounting information) for each of these "Other" expenses will follow the charge types that are linked to the expense type (i.e., RMSRVCE and PHONE).
Select the Other Lodging Expense that you wish to edit by clicking on the blue column next to the row that you wish to edit. Then use the Edit Other Lodging Expense function to edit the row.
This field is non-editable.
Enter up to 30 characters for the other lodging expense description. The description must be unique and properly capitalized because it will be used in drop-down boxes and as column headings for reports and inquiries.
Select this checkbox if the amount entered against this other lodging expense will default to personal. The user will not be reimbursed for any expenses that are deemed personal.
Select this checkbox if you want the user to be able to change amounts from personal to non-personal. Amounts that are deemed not personal may be eligible for reimbursement.
Use the drop-down box to select the expense type to which this other lodging expense should be attached. The valid values are all expense types that have been set up in the system.
