Itemize Hotel Deposit

If a hotel charges a deposit on a TCard, the amount charged is typically the first night of the traveler’s lodging.

1. Select the +Create icon in the Expense ribbon.
2. Complete the Header screen.
   NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
3. Select the Save button.
4. Under Add Expenses on right side of the screen, select +Create New icon to pull up the mosaic tiles.
5. Select the Hotel tile.
6. Enter the payment date and the total amount spent.
7. Select Calculate.
8. Enter the start date, end date, location, and number of rooms.
   NOTE: The start and end date should represent the first night of the stay.
9. Select Save. The system will calculate the maximum lodging amount based on the location.
10. If an overage is due to staying in a designated conference hotel, select the Conference Hotel box.
11. Enter check-in and check-out dates.
    NOTE: The check-in and check-out dates will be the first night of the stay.
12. Enter the C-FOAP in the Allocation field.
13. Select Add Attachments - Choose to attach transaction receipt from the Receipt Gallery or Upload Attachment.
14. Select on the receipt preview. The receipt will open on the left side.
15. Select Itemize.
16. Enter the room rate, taxes and other expenses as listed on the hotel folio.
    NOTE: Itemize the room rate and taxes to the first night’s stay. Future dates are allowed.
17. Select Save after each entry.
    NOTE: The amount to itemize will decrease with each entry. When the amount is fully itemized, the amount remaining will be zero.
18. If there are any compliance errors, a red triangle will appear next to the line items.
    1. Select the red triangle to see the error code.
    2. Select Edit to make corrections or respond to the message.
19. When all expenses have been added, select the green Submit button.
20. Select the secondary Submit button that appears.

Itemizing Lodging Expenses

The Lodging expense type requires additional steps on the Expense Report (ER). This expense type must be itemized to distinguish the separation of charges (e.g., room charge, parking).

1. Select the +Create icon in the Expense ribbon.
2. Complete the Header screen.
   NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
3. Select the Save button.
4. Under Add Expenses on right side of the screen, select the +Create New icon to pull up the mosaic tiles.
5. Select the Hotel tile.
6. Enter the payment date and the total amount spent.
7. Select Calculate.
8. Enter the start date, end date, location, and number of rooms.
9. Select Save.
   NOTE: The system will calculate the maximum lodging amount based on the location.
10. If an overage is due to staying in a designated conference hotel, select the Conference Hotel box.
11. Enter check-in and check-out dates.
12. Enter the C-FOAP in the Allocation field.
13. Select Add Attachments - Choose to attach transaction receipt from the Receipt Gallery or Upload Attachment.
14. Select the receipt preview, and the receipt will open on the left side.
15. Select Itemize.
16. Enter the room rate, taxes, and other expenses as listed on the hotel folio.
17. Select Save after each entry.
    NOTE: The amount to itemize will decrease with each entry. When the amount is fully itemized, the amount remaining will be zero.
18. If there are any compliance errors, a red triangle will appear next to the line items.
    1. Select the red triangle to see the error code.
    2. Select Edit to make corrections or respond to the message.
19. When all expenses have been added, select the green Submit button.
20. Select the secondary Submit button that appears.

Itemize Hotel Using Chrome River’s Folio Feature

An additional way to itemize a hotel receipt is to use Chrome River’s Folio feature which uses OCR (Optical Character Recognition) scanning software to read the receipt and itemize the line items when it is uploaded to your eWallet.

1. Email the hotel folio to Chrome River using the email provided on the landing page or select Upload in the receipt gallery in the eWallet.
2. The itemized receipt will appear in the eWallet (the Offline tab) as a folio receipt.
3. Select the +Create icon in the Expense ribbon.
4. Complete the Header screen.
   NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
5. Select Save.
6. Select the Offline tab of the eWallet and check the box on the Folio transaction.
7. Select Add.
8. Review or fill in the transaction date and amount spent.
9. Select Calculate.
10. Enter the start date, end date, location, and number of rooms.
11. Select Save.
    NOTE: The system will calculate the maximum lodging amount based on the location.
12. If an overage is due to staying in a designated conference hotel, select the Conference Hotel box.
13. Enter check-in and check-out dates.
14. Enter the C-FOAP in the Allocation field.
15. Select Itemize.
    NOTE: Chrome River will create the itemized line items based on the folio and the amount remaining will be zero.
16. Select Done.
17. Review all items (date, amount, and expense type) and make any needed corrections. You can edit or delete any line items.
18. If there are any compliance errors, a red triangle will appear next to the line items.
    1. Select the red triangle to see the error code.
    2. Select Edit to make corrections or respond to the message.
19. When all expenses have been added, select the green Submit button.
20. Select the secondary Submit button that appears.
    NOTE: Chrome River does not allow lodging TCard charges to be itemized to future dates. Please itemize the lodging to the same number of days using current dates and make a note on the ER of the actual dates of stay. Expense reports with lodging expenses not itemized by day will be returned for correction and will require re-submission.