Spouse/Domestic Partner Travel Expenses Occasionally, an employee may decide to have his/ her spouse present at a business trip/dinner. Doing so does not change the amount of the meal that is reimbursable. However, in order to prevent the company from paying personal, non-employeerelated expenses, you must itemize the expense and indicate the portion that is personal and nonreimbursable. Accessing Itemizations 1. On the expense report s Credit Card Transactions page, click Edit Item next to the applicable expense. (Figure 1.1) Note: Steps 2 and 3 will not apply if you set the expense type previously. 2. On the Set page, select an from the drop-down list. (Figure 1.2) Figure 1.1 The expense report s Credit Card Transactions page 1. Click Edit Item Figure 1.2 The Set page 2. Select the 3. Click Save. (Figure 1.2) 3. Click Save 2012 Assurant, Inc. All rights reserved. 1 LD-JA-0983 Rev. 11.07.12 (RL)
4. On the Expense Item page, click View/Edit Itemizations. (Figure 1.3) Note: There are no default itemizations; by default, an expense is treated as a whole. Figure 1.3 Before you begin itemizing, you need to determine how much of the expense is nonreimbursable and how much is reimbursable. You then need to add an itemization for each. The total of all itemizations must equal the total for the entire expense. In this example, we will add an itemization for the reimbursable portion of the meal ($26.00), and then a second itemization for the spouse s portion ($25.00). 4. Click View/Add Itemizations Adding the Reimbursable Itemization 1. On the Itemizations page, select an Expense Type from the drop-down list. (Figure 2.1) 2. Click Add Expense. (Figure 2.1) Figure 2.1 1. Select the 2. Click Add Expense 2012 Assurant, Inc. All rights reserved. 2 LD-JA-0983 Rev. 11.07.12 (RL)
3. On the Expense Item page, enter an Amount for this itemization. (Figure 2.2) Note: The reimbursable portion of this expense is $26.00. Notice that the Do Not Reimburse (Personal) box is NOT checked. Figure 2.2 4. Click Save. (Figure 2.2) Adding the Non- Reimbursable Itemization 1. On the Itemizations page, select an Expense Type from the drop-down list. (Figure 3.1) 2. Click Add Expense. (Figure 3.1) 3. Enter an Amount 4. Click Save Indicates the itemization is reimbursable Figure 3.1 1. Select the 2. Click Add Expense 2012 Assurant, Inc. All rights reserved. 3 LD-JA-0983 Rev. 11.07.12 (RL)
3. On the Expense Item page, enter an Amount for this itemization. (Figure 3.2) 4. Click the Do Not Reimburse (Personal) box. (Figure 3.2) Figure 3.2 Note: This deducts the itemization from the total reimbursement amount. Next we will add a note explaining why this itemization was necessary. 5. Click the expand + sign to open the Notes box. Enter an explanation in the Notes box. (Figure 3.2) 6. Click Save. (Figure 3.2) 3. Enter an Amount 4. Click Do Not Reimburse (Personal) box. 5. Click the expand + sign to open the Notes box. Enter an explanation in the Notes box. 6. Click Save 2012 Assurant, Inc. All rights reserved. 4 LD-JA-0983 Rev. 11.07.12 (RL)
Finishing Itemization 1. On the Itemizations page, click Finish Itemization. (Figure 4.1) Figure 4.1 2. On the Expense Item page, click Save. (Figure 4.2) 1. Click Finish Itemization. Figure 4.2 2. Click Save 2012 Assurant, Inc. All rights reserved. 5 LD-JA-0983 Rev. 11.07.12 (RL)
Allowable vs. Non-Allowable Expenses There are other situations where you might have personal expenses along with business expenses charged to a corporate credit card. In this example, we will imagine that an employee stayed 2 nights in a hotel for business reasons, but decided to stay an additional night for personal reasons. We will use itemizations to ensure the personal portion of the stay is not reimbursed. Accessing Itemizations 1. On the expense report s Transactions page, click Edit Item next to the applicable expense. (Figure 5.1) Note: Steps 2 and 3 will not apply if you set the expense type previously. 2. On the Set page, select an from the drop-down list. (Figure 5.2) Figure 5.1 The Transactions page 1. Click Edit Item Figure 5.2 The Set page 2. Select the 3. Click Save. (Figure 5.2) 3. Click Save 2012 Assurant, Inc. All rights reserved. 6 LD-JA-0983 Rev. 11.07.12 (RL)
4. On the Expense Item page, click View/Edit Itemizations. (Figure 5.3) Note: There are no default itemizations; by default, an expense is treated as a whole. Figure 5.3 Before you begin itemizing, you need to determine how much of the expense is nonreimbursable and how much is reimbursable. You then need to add an itemization for each. The total of all itemizations must equal the total for the entire expense. In this example, we will add an itemization for the reimbursable portion of the hotel stay (2 nights @ $51.02 per night), and then a second itemization for the personal portion of the stay (1 night @ $51.00 per night). 4. Click View/Add Itemizations Adding the Reimbursable Itemization 1. On the Itemizations page, select an Expense Type from the drop-down list. (Figure 6.1) 2. Click Add Expense. (Figure 6.1) Figure 6.1 1. Select the 2. Click Add Expense 2012 Assurant, Inc. All rights reserved. 7 LD-JA-0983 Rev. 11.07.12 (RL)
3. On the Expense Item page, enter an Amount for this itemization. (Figure 6.2) Note: Keep in mind we are adding both business nights on this itemization. Therefore, the amount we enter should be for a single night. The system will then calculate the total for the itemization using both the amount and number of nights (i.e. Total = Amount x Number of Nights). This method can only be used if the rate for both nights is the same, and the nights are sequential (i.e. one right after another). If the nights are not sequential or priced the same, multiple itemizations must be used. 4. Enter the Number of Nights/Days. (Figure 6.2) 5. Click Save. (Figure 6.2) Figure 6.2 4. Enter the Number of Night/Days 5. Click Save 3. Enter an Amount Adding the Non- Reimbursable Itemization 1. On the Itemizations page, select an Expense Type from the drop-down list. (Figure 7.1) 2. Click Add Expense. (Figure 7.1) Figure 7.1 1. Select the 2. Click Add Expense 2012 Assurant, Inc. All rights reserved. 8 LD-JA-0983 Rev. 11.07.12 (RL)
3. On the Expense Item page, enter a Date. (Figure 7.2) Note: For the previous itemization, the dates were 8/14/2008 and 8/15/2008, so there was no need to modify the date field, which defaulted to 8/14/2008. Figure 7.2 For this itemization, we need to provide a date that hasn t already been used. As this was the last day of the three-day trip, the date would be 7/28/2012. 4. Enter an Amount. (Figure 7.2) 5. Enter the Number of Nights/Days. (Figure 7.2) 6. Click the Do Not Reimburse (Personal) box. (Figure 7.2) 7. Click the expand + sign to open the Notes box. Enter an explanation in the Notes box. (Figure 7.2) 8. Click Save. (Figure 7.2) 5. Enter the Number of Night/Days 7. Click the expand + sign to open the Notes box. Enter an explanation in the Notes box. 8. Click Save 3. Enter a Date 4. Enter an Amount 6. Click the Do Not Reimburse (Personal) box 2012 Assurant, Inc. All rights reserved. 9 LD-JA-0983 Rev. 11.07.12 (RL)
Finishing Itemization 1. On the Itemizations page, click Finish Itemization. (Figure 8.1) Figure 8.1 2. On the Expense Item page, click Save. (Figure 8.2) 1. Click Finish Itemization. Figure 8.2 2. Click Save 2012 Assurant, Inc. All rights reserved. 10 LD-JA-0983 Rev. 11.07.12 (RL)
E.R.A. - Hotel Itemization Hotel Itemization All hotel expenses must be itemized before submitting your expense reports. Follow these steps to itemize a hotel expense once you have added it to your expense report. Figure 1.1 1. On the Expense Item page, click View/Edit Itemizations. (Figure 1.1) 2. On the Itemizations page, select an Expense Type. (Figure 1.2) Note: You must add an expense type for each type of expense on your hotel bill. If the only charges listed are for the room and applicable taxes, you simply need to add the Lodging- Room and applicable taxes only expense for each night. If all the nights you stayed were the same price and sequential, you should only have to add a single expense, while identifying the number of nights and starting date. 3. Click Add Expense. (Figure 1.2) Figure 1.2 1. Click View/Add Itemizations 2. Select the 3. Click Add Expense 2012 Assurant, Inc. All rights reserved. 11 LD-JA-0983 Rev. 11.07.2012 (RL)
E.R.A. - Hotel Itemization 4. On the itemization s Expense Item page, enter all required information. (Figure 1.3) Enter the cost of the room per night (including taxes) and the number of nights stayed. E.R.A. will automatically calculate the total. Figure 1.3 The itemization s Expense Item page Remember that any other hotel-related expenses must be added separately, and the total of all itemizations must equal the total amount for the hotel expense. Note: In this example the entire hotel expense is being accounted for in a single itemization. 5. Click Save. (Figure 1.3) Note: Repeat steps 3-6 until the amount Remaining To Be Itemized is $0.00. 4. Entered all required information Note: All hotel expenses require receipts. The company will not pay for hotel no show amounts incurred as a result of failure to cancel reservations and hotel amenities, such as in-room movies. 5. Click Save 2012 Assurant, Inc. All rights reserved. 12 LD-JA-0983 Rev. 11.07.2012 (RL)
E.R.A. - Hotel Itemization 6. On the Itemizations page, click Finish Itemization. (Figure 1.4) 7. On the Expense Item page, click Save. (Figure 1.5) Figure 1.4 Note: If you incur charges on your hotel bill that are not business-related, you must select the Do Not Reimburse-Personal check box for those items. Please refer to the General Itemization job aid for more information. Notice that the Remaining To Be Itemized amount is $0.00. This must be the case before the itemization will be complete. 6. Click Finish Itemization Figure 1.5 7. Click Save 2012 Assurant, Inc. All rights reserved. 13 LD-JA-0983 Rev. 11.07.2012 (RL)