Splitting an Expense

Some expenses may need to be split into two or more categories, departments, or projects. For example, a lodging fee may also include meals or parking expenses. If Hotel Folio is enabled, a hotel receipt can split into line items automatically when you add it to an expense report.

Use the steps below when you need to split an expense manually.

Split an Expense

1. On your account homepage, select Drafts.

   

2. Select the Name of the expense report you want to open.

   

3. Click the Expand arrow next to the expense you would like to split. This will open the Other Actions menu. In the Other Actions menu, select Split Expense.

   

4. On the next page, enter the Amount you would like to split. You have the option to split the expense by dollar amount or by percentage. The split amount will be subtracted from the full, original expense amount. You can also make changes to the other expense fields. For example, you can change the Department so the amount is split between departments, or the Category if you want to split the expense between categories.

   

   The receipt image attached to the original expense will also be attached to all of the split expenses.

   If you would like a different receipt image to be attached to a split expense, click the Receipt drop-down and select a different receipt image to attach.

   Click Split Again to continue splitting the current expense. When you have completed splitting the expense, click Save.

5. On the next page, you will see that the original expense and the split expense(s) will be linked together by a dotted line under the Expense column in the expense report.

   

Delete Split Expenses

In some cases, a split expense needs to be deleted so the amount can be added back to the original expense line. 

1. From your draft expense report, click the Expand arrow next to the split expense you would like to delete. In the Other Actions menu that opens, select Delete Expense.

   

2. On the Confirmation screen, click Yes.

   

3. The split-out amount will be added back to the original expense line. If there are no other split expenses, the Delete Expense option becomes available for the original expense line.

   

Restart a Split Expense

In some cases, you may need to restart an expense that has too many split expenses. Below is a simple way to start fresh without having to delete each child expense.

1. In your draft expense report, click the Expand arrow next to the original expense line that contains split expenses. In the Other Actions menu that appears, click Send to Wallet.

   

2. On the Confirmation screen, click Yes.

   

3. The original expense item will be placed back in the Wallet, and split-out amounts will be added back to the original expense. You can then add the expense item back into an existing or new expense report to split expenses from scratch.