Set Up an Accommodations Expense Policy

Your company can set up and enforce accommodations expense policies to help control, manage, and reduce spending for accommodations expenses.

Two examples of accommodations expense policies are the enforcement of a hotel expense limit of 200 USD per day and the enforcement of hotels that are on the company's preferred merchant list.

This topic covers the following aspects of setting up an accommodations expense policy.

• Setting Up an Accommodations Policy

• Setting Up Policy Violations

• Completing the Accommodations Rate Spreadsheet

• Associating the Accommodations Expense Policy with an Expense Type

Setting Up an Accommodations Policy

The following procedure enables you to set up an accommodations expense policy and complete the accommodations rate spreadsheet for uploading to the application.

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Policies by Expense Category

2. On the Manage Policies by Expense Category page, select Accommodations from the Create Policy choice list.

3. On the Create Accommodations Expense Policy page in the Rate Definition section, do the following:

   1. Select the Single currency radio button.

   2. Currency = USD.

   Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a conversion rate in Oracle Fusion General Ledger.

4. In the Rate Determinants section, do the following:

   1. Select the Roles check box.

   2. Select the Locations check box.

   3. Role Type = Job.

   4. Select the Geographical locations check box.

5. In the Policy Enforcements section, do the following:

   1. Select the Policy violation warning check box.

   2. Warning Tolerance Percentage = 10.

   3. Select the Display warning to user check box.

   4. Select the Prevent report submission check box.

   5. Error Tolerance Percentage = 20.

The preceding accommodations expense policy says the following: The accommodations expense policy is set up with a single instance daily rate in US dollars, by job, by geographical location, and is enforced by a warning and error.

Setting Up Policy Violations

You can set up policy violations for accommodations expense policies as shown in the following table.

Policy Violation	Application's Action	Effect	Calculation
Warning	Generates a warning policy violation when an accommodations expense exceeds the defined tolerance.	You see a warning if you selected the Display warning to user check box. A warning is always displayed to the approver, whether or not you select the Display warning to user check box.	Policy Rate * (1+Warning Tolerance/100)
Error	Generates an error policy violation when an accommodations expense exceeds the defined tolerance.	You see an error and you're prevented from submitting the accommodations expense.	Policy Rate * (1+Error Tolerance/100)

Completing the Accommodations Rate Spreadsheet

To complete an accommodations rate spreadsheet, perform the following steps:

1. On the Create Accommodations Policy page, click the Create Rate button.

2. Download the predefined spreadsheet to your local drive for completion.

   Note: If you select rate determinants in the Rate Determinants section, you complete the predefined spreadsheet. If you don't select any rate determinants, you create accommodations rates in the Create Rates dialog box.

3. On the Create Accommodations Rates spreadsheet, complete the fields as shown in the following table.

   Role	Geographical Location	Daily Limit	Start Date
   ACC500.Accounting Manager	All Others, San Francisco, CA, United States	200	1/1/2014
   ACC500.Accounting Manager	All Others, New York, NY, United States	220	1/1/2014
   ACC500.Accounting Manager	All Others, All Others, All Others, United States	185	1/1/2014
   SAL600.Salesperson	All Others, San Francisco, CA, United States	195	1/1/2014
   SAL600.Salesperson	All Others, New York, NY, United States	215	1/1/2014
   SAL600.Salesperson	All Others, All Others, All Others, United States	170	1/1/2014
   SAL700.Salesperson	All Others, San Francisco, CA, United States	250	1/1/2014
   SAL700.Salesperson	All Others, New York, NY, United States	255	1/1/2014
   SAL700.Salesperson	All Others, All Others, All Others, United States	222	1/1/2014
   All Others	All Others, All Others, All Others, All Others	200	1/1/2014

4. Click the Upload button.

When rates are successfully uploaded, the policy status becomes valid. To use this rate policy for calculation of accommodations expenses, you must:

1. Activate the accommodations expense policy.

   1. On the Manage Policies by Expense Category page, select the accommodations expense policy you created and click the Activate button.

2. Assign the accommodations expense policy to an expense type.

Assigning the Accommodations Expense Policy to an Expense Type

To assign the accommodations expense policy to an expense type, complete the following steps:

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Expense Report Templates

2. On the Manage Expense Report Templates page, click the Create icon or select an applicable template for a business unit.

3. On the Create Expense Report Template page, create a template for accommodations expenses.

4. On the Expense Types tab click the Create icon to open the Create Expense Type dialog box.

5. In the Create Expense Type dialog box, select Accommodations from the Category choice list.

6. On the Policies tab in the Create Expense Type dialog box, select the accommodations expense policy you created, specify the start date, and optionally specify an end date.