How to use Hotel Wizard with American Express My Wallet

How to use Hotel Wizard with American Express My Wallet

Document number: 16816

When traveling, expenses may be listed on your hotel bill that need to be separated out for expense tracking. Charges may include, but are not limited to, expense items such as meals, laundry service and parking fees. When reporting your expenses, the Hotel and Lodging expense type should only be to report the cost for your room. Hotel Wizard allows you to enter the total bill for Hotel and Lodging and then break down the other charges from the hotel establishment.

To use Hotel Wizard with American Express My Wallet:

Select the Expense Type hyperlink for a hotel transaction after you have populated it from My Wallet.
Update the Trans Date to reflect your check in date.
Update the Number of Nights as the default is 1.
The location will update to the location on your American Express transaction, not your default location.
Confirm that the button for Preferred/Non-Preferred Merchant is selected with the appropriate Merchant name in the corresponding field.
Correct data errors when you find them (i.e. Non-Preferred Merchant is flagged, but a Preferred Merchant name appears).
- Uncheck the Non-Preferred Merchant button and delete the Preferred Merchant name from the corresponding field.
- Check the Preferred Merchant button and select the Preferred Merchant name from the drop down menu.
Click the Hotel Wizard icon ( ) for the Hotel and Lodging Expense Type. This will take you to the Itemize Hotel Bill page.
Use the check boxes to select the types of charges you need to separate out from your room charge and click Continue.
- Room Charge: Enter the total of the per night room rate plus the per night tax amount. The amount will be multiplied by the number of nights stayed. The total will show on the right side of the panel.
- Room Service: Enter your room service charges by date and meal type. The Hotel Wizard allows you to break down your meals by Breakfast, Lunch and Dinner and enter the corresponding Amount for each meal. Once you have entered a meal, click the Add button to add it to the grid. Use the Comment link to enter any comments regarding the charges.
- Telephone Charges: Enter the Date and Amount of any telephone charges billed to your room.
- Parking: If you parked a car in the hotel garage and were charged parking fees, enter the amount here.
- Laundry Service: If the hotel service your laundry, enter the amount here. Remember laundry charges are only reimbursable on trips totaling 7 days or more.
- Misc Charges: Add any other expenditures charged to your hotel bill by Date, Expense Type and Amount.
  
  Note: If any of the charges are personal and should not be reimbursed to you by the company, click the Personal Expense check box on any panel corresponding to the expenditure.
Hotel Wizard will go though each expense type so you can enter the cost for each. As details are entered, the running balance will be displayed on the right side showing all the expenses entered. You will also see a Remaining Balance amount under the right side charges.
After you have entered the required information for each expense type, click the Continue button.
When all expense items have been entered and the Remaining Balance is zero, the wizard will tell you that you are done. If you have finished entering your expenses and your Remaining Balance is not zero, click the Previous button to change any expense items. The Hotel Wizard hotel transaction must balance in order to proceed.
Click the Finish button to populate your expense report.

You can now continue adding other expenses that are not related to the Hotel and Lodging expenses in this report.