Document number: 17314

 

When traveling, there may be expenses listed on your hotel bill that should 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 base 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 in the Mobile Time and Expense application:

1. After you have entered an expense line for Hotel and Lodging, move your cursor over the line item and click it once to highlight it.
   
   Using My Wallet: Select the item from My Wallet, click Enter, and then move the cursor over the line item to highlight it.
   
   

2. Click on the Hotel Wizard icon ( ) located in the top menu bar. This icon will appear grayed out ( ) until the line item is highlighted.

3. The Hotel Wizard panel will pop up with the information entered on the expense line item. Verify that all the information is correct including the number of nights.

4. Using the check boxes located at the bottom of the panel, select the types of charges included in your total bill. These expense types will appear on the right hand side of the panel with a zero balance.

5. Click the Next> button to continue.

6. The Hotel Wizard will go though each expense type and you can enter the cost for each. As you enter your details, the running balance will be displayed both under the expense type on the left side of the panel and 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 Next> button to 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 totalling 7 days or more.
   • Other 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.

7. When you have finished entering your expense items and your 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 Back button to change any expense items, or click the Finish button to reconcile it in the expense report once the wizard has populated the line items.

8. Click the Finish button to populate your expense report. If you are done, click the save icon to save this report. Each line item will be validated before the save is complete. You will be propted to return to any line that needs adjustment.

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

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2002 All rights reserved.
Created: jel 11/07/2002
Revised: dcb 11/17/2003
Reviewed: 08/04/2004