Field notes
What a complete lodging folio should show
Hotel folios that support travel expense applications need more than a total — dates, guest name, and room rate lines matter in audit testing.
When we test travel expense applications, lodging is often the largest single line. A folio that shows only a card charge and a hotel name rarely survives scrutiny. Auditors look for the guest name matching the traveller, stay dates that align with the itinerary, and a nightly rate that can be compared to the policy cap.
Room service, laundry, and minibar lines should be separable. If your policy reimburses room and tax only, bundled “package” totals force an exception until the hotel reissues an itemised folio. Travellers who check out early sometimes submit a provisional bill; the final folio should replace it before the application is approved.
For finance teams in South Korea processing overseas stays, currency conversion notes on the application help when the folio is in local currency and the claim is in KRW. Without that trail, sample testing spends extra days reconciling bank-card statements to hotel paper.