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Administrator Guide
Last Updated: 2023-06-23
Itemize Hotel Expenses

Itemize Hotel Expenses

  • Create the expense items that you plan to use for your hotel itemization mapping.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
(For Mastercard and Visa) If you want to use level 3 credit card transaction data:
(Optional but recommended) Set up expense item defaulting. See: Steps: Set Up Recommendations and Defaulting for Expense Items on Credit Card Transactions.
You can make specific configurations on expense items so that Workday automatically itemizes hotel charges on expense report lines. Examples: Internet fees, room rates, and room tax.
  1. Access the
    Create Expense Item
     or
    Edit Expense Item
     task.
  2. On the
    Expense Item Attributes
     grid, add the
    Arrival Date
     and
    Departure Date
     attributes. When level 3 credit card transaction data isn't available, Workday uses these attributes to calculate the number of nights for hotel stays.
  3. Select these check boxes:
    • Expense Report: Display to User
    • Expense Report: Required
  4. Map your expense items using the
    Itemization Mapping
     tab:
    Option Description
    Hotel Expense
    Select to designate the expense item as a hotel expense item. Selecting this check box also enables Workday to itemize credit card transaction data automatically on expense report lines.
    If you don't select this check box, Workday doesn't automatically itemize expense report lines with credit card transaction data for hotel stays. You'll also be unable to select these check boxes:
    • Automatically Populate Itemization for Level 3 Credit Card Transaction Data
    • Is Room Rate
    Automatically Populate Itemization for Level 3 Credit Card Transaction Data
    Select to populate level 3 credit card transaction data automatically on itemized lines for hotel expenses.
    If you don't select this check box, you'll be unable to map product codes to your expense items.
    You must have at least 1 itemization mapping line for automatic itemization to work.
    Expense Item
    Select the expense items that you want to map for hotel itemization.
    Itemize Expense by
    Charge Breakdown
    : Select to populate the exact charge amount on the itemization line. Example: You want expense payees to provide a charge breakdown for their nonrecurring charges, such as laundry and meals.
    Recurring Daily Charge
    : Select to populate the average charge amount on the itemization line. Example: An expense payee stays at a hotel for 2 nights. The charge for the first night is USD 200. The charge for the second night is USD 100. Workday displays a daily average of USD 150 on each of the 2 itemization lines.
    Is Room Rate
    Select to enable Workday to generate itemization that includes the daily rate from level 2 credit card transaction data. Workday calculates the room rate amount by multiplying the total number of days, based on the
    Arrival Date
     and
    Departure Date
    , by the
    Daily Rate
    .
    If you enable the use of enhanced level 3 credit card transaction data, Workday uses this data instead if the data exists. When Workday automatically generates itemization and a user amends the
    Arrival Date
    ,
    Departure Date
    , or
    Daily Rate
     then Workday recalculates the room rate.
    Always Generate Itemization Line
    Workday selects this check box automatically if you:
    • Select the
      Automatically Populate Itemization for Level 3 Credit Card Transaction Data
       check box, and
    • Set the expense item as required.
    When selected, Workday generates an itemization line, regardless of whether there's data coming from a credit card transaction.
    If you don't select this check box and there's no corresponding level 3 credit card transaction data, Workday doesn't generate an itemization line.
    Product Code
    Select the product codes that you want to map to the expense item, which enables Workday to populate expense items on itemization lines automatically.
    If you don't map product codes and credit card transactions exist, Workday generates itemization lines but doesn't automatically populate them with expense items.
If your organization enables the use of level 3 credit card transaction data, Workday displays a green check mark icon on the itemization line and automatically populates itemization lines with data from hotel stays. If you don't enable the use of level 3 credit card transaction data, Workday automatically generates itemization lines but doesn't populate the lines with any data.
Workday doesn't automatically re-itemize a hotel transaction when a user manually modifies the expense item details of an automatically itemized hotel expense. To re-initiate automatic hotel itemization, delete the existing expense report line and re-add the credit card transaction to the expense report.
Workday doesn't automatically itemize hotel expenses when you add an expense item manually. We recommend that you set up expense item defaulting or merchant category codes mapping.
When payees select your hotel expense items on expense reports, Workday displays an
Itemization
 section that includes a
Daily Expenses
 subsection for recurring daily charges. We also display charge breakdowns in a separate subsection beneath the
Itemization
 section.