Overview
This article provides the information and steps required to itemize a Travel & Entertainment (T&E) Card transaction for different scenarios such as: How to Itemize a T&E Card Transaction with Multiple Event Expense Types, How to Itemize a Meals &Incidental Expense (M&IE) charged to a T&E Card that exceeds the Allowable per Day Maximum, and How to Itemize a Gift Expense with Various Denominations.
Essential Information
- T&E Card transactions appear under the Concur user’s Available Expenses section and must be added to a new or existing expense report before you itemize the expense.
- The Itemization tool is used to help ensure that the most appropriate expense types (or categorization) are selected to provide a more accurate financial picture of the incurred expenses on a charge/receipt/transaction.
- The Meals & Incidentals Expense (M&IE) maximum allowable amount per person amount is explained in the Travel: Meals and Lodging Blink page.
- If the amount claimed on one of the travel days exceeds the daily cap, you will have to itemize the expense to claim the allowable amount under Meals & Incidentals Expense Type and the overage amount under the Personal/ Non-Reimbursable Expense Type, refer KB0033781: How to Process Personal/Non-Reimbursable Card Changes in Concur.
- If you claim the maximum allowable amount for multiple days during the trip, receipts will be required.
- For more information on how to repay the University for personal/non-reimbursable expenses on the centrally-billed T&E Card, refer to article KB0033781, How to Process Personal/Non-Reimbursable Card Charges in Concur.
- To use your T&E Card to purchase gift cards/gifts please submit a Services & Support ticket seeking an exception as the purchase of gifts is not allowed on a T&E Card.
- Refer to the Gifts & Awards Blink page for more information on the different type of gifts and allowable gift maximums.
- Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
- Orange alerts are informational and provide key details about policy that you should be aware of upon submission.
Next Steps
How to Itemize a T&E Card Transaction with Multiple Event Expense Types
- When a single T&E Card transaction is incurred to pay for multiple meeting and entertainment (event) expenses, it has to be itemized to categorize the expense types appropriately and provide event expense details.
- The following steps are specific to the example of reconciling and itemizing the transaction for two different types of expenses (e.g. food and meeting room rental expense).
1. Select the appropriate Event Expense Type (e.g. Space Rental).
2. Select Itemizations
3. Select Create Itemization
4. Check the receipt to see which portion of the amount was food/meal expense versus the non-food expense.
5. Select the Expense Type of Space Rental and fill in the required Expense details fields.
6. Click Save Itemization.
7. Since we added the Itemization for the Space Rental, the remaining amount that needs to be itemized is $350.
8. To itemize the remaining amount, click Create Itemization.
9. Select the Expense Type you want to use for the remaining amount (e.g. 536500 - (Business Meeting) Food: Dine In, Delivery, Pick Up) and fill in the required fields and click Save.
NOTE: For more information on how to add attendees to an Event Expense report, refer to How to Add Attendees to an Event Expense Report.
10. Select Save Expense to save Itemizations.
19. After itemizing the expense, and Allocating your expenses to your Chart of Account, click Submit Report.
NOTE: All expenses need to be allocated before getting submitted.
How to Itemize a Meals & Incidentals Expense Charged to a T&E Card that Exceeds the Allowable Maximum Amount
1. Select the T&E Card transaction for Meals & Incidentals that exceeds the allowed maximum.
a. The system recognizes that the amount is over the allowable maximum, meaning that you have to itemize the expense.
b. NOTE: In this example, we have two Meal & Incidentals expenses for the same day ($72 and $52.74) which exceeds the daily maximum.
2. Open the expense and select the Itemizations tab.
3. Select Create Itemization
4. Select the Meals & Incidentals Expense Type.
5. Fill in the amount field with the maximum allowable amount for Meals & Incidentals and select Save Itemization.
6. Select Create Itemization to itemize the remaining amount.
7. Select the Personal/Non-reimbursable expense type:
a. When using the Personal/Non-reimbursable expense type, make sure that your default chart string is in your/the user's Profile Settings under the Expense Information section; if is it not, add the preferred COA or chart string information.
b. For questions as to why this is necessary, please refer to KB0033781: How to Process Personal/Non-Reimbursable Card Charges in Concur.
8. Fill out the Amount field with the remaining amount ($45.74), add Comment about how the payee will reimburse the University, and then select Save Itemization.
9. Once the remaining amount is $0.00, select Save Expense.
10. Now you will see that the total amount being claimed is $79 which is the daily Meals & Incidentals maximum.
11. If you are still getting the Itemization Personal/Non-reimbursable alert that is on the screenshot above, follow the steps indicated in the alert for it to clear:
a. Profile > Profile Settings > Expense Information
b. Add the chart string values (Fund/Approver/Function) and select Save
c. Go back to the itemized expense and select Save, and this should clear the alert
12. For more step-by-step guidance on what to do when there is a personal expense on a T&E Card, review KB0033781: How to Process Personal/Non-Reimbursable card charges in Concur.
How to Itemize a Gift Expense with Different Denominations
If the T&E Card Specialist approved the usage of your Travel & Entertainment Card for the purchase of gift cards with various denominations (e.g., $10, $15, $20, etc), you will need to itemize the T&E Card transaction. Please be aware that purchasing gift cards on a T&E Card is only for exceptions (please reference the Procure-to-Pay Matrix under Gift Cards for more information). Here is how to itemize a T&E Card transaction once it has been moved to the expense report:
1. Select the relevant T&E Card Transaction and add it to the expense report.
2. In the Expense Details section, add a Comment with the Services & Support case # with the granted exception to purchase gifts with a T&E Card.
3. Select the Itemizations tab.
4. Select Create Itemization.
5. Search for and select the most appropriate Gift/Prize/Award Expense Type:
a. 536200 - Employee Gift/Prize/Award (taxable)
b. 536300 - Non-Employee Gift/Prize/Award (taxable)
c. 536300 - Student Gift/Prize/Award (taxable)
6. Fill in the expense information for the Itemization: Type of Employee Gift/Award, Amount, Sales Tax Field.
- In this example, the itemization amount is $150 because two gift cards of $75 each were purchased.
7. Select Attendees to add the gift recipients' names
a. Make sure to only list the names of the two people that received a $75 gift card.
b. For information on how to add attendees (recipients) please reference How to Add Attendees to an Event Expense Report.
13. Once the recipients have been added, select Save Itemization.
14. Add as many Itemizations as required until the Remaining amount equals 0.
15. Once the Remaining Amount reaches 0, select Save Expense.
- Another Itemization for the amount of $100 (two $50 gift cards) was added.
16. After itemizing the expense, select the expense and click Allocate to add your Chart of Account(s).
17. Once the expense(s) have been Allocated, and no other edits need to be made to the expense report please select Submit Report.