Travel Management Travel Technology

Reimbursement efficiencies with HotelPrepayLogic™

HotelPrepayLogic™ currently helps our clients securely and easily pay for non-employee hotel costs (think contract workers, interviewees, etc.) but it is also helping our clients recognize operational efficiencies with employee travel and the painful reimbursement process that follows.
Before HotelPrepayLogic™, our clients’ travelers would provide a personal credit card as a form of payment for their hotel guarantee. After travel was completed, the traveler would have to find the folio, expense it and wait to be reimbursed. On the accounting side, the reimbursement had to be verified, coded and completed, requiring manual intervention or oversight.
All this for something that presumably was approved by a supervisor before the booking was done.
That’s where HotelPrepayLogic™ comes in. Along with the other benefits, it provides two additional, nifty features for employee travel:

  1. It combines all hotel spend for the company. Instead of spend being spread out among all your travelers (with them getting the perks) it is done under one account, leveraging your buying power and potentially bringing in rebates that can offset your total travel program’s cost.
  2. It eliminates the reimbursement process. The one time use credit card is automatically created by HotelPrepayLogic™ for only the sum of the room, tax and any pre-approved incidental charges. All encoding information (up to six customizable fields) is then populated directly from the itinerary. No back and forth between the travel and accounting departments trying to determine how to code a specific trip.

HotelPrepayLogic™ has been driving a lot of savings for our current clients. Travel and accounting departments love it! We know it can save you time and money with your travel management program. Contact us to find out more.

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Introducing HotelPrepayLogicTM

A lot of our clients need to send credit card form of payment information to hotels for travelers who don’t have corporate cards. In travel speak this is called “prepaid hotels.”
There are a lot of reasons our clients do this – contractor or interview travel, an employee doesn’t have enough personal credit to put on their own card, they’re paying for a client and don’t want to bother the traveler with reimbursement, etc.
Prepaid hotels can be problematic in a couple areas.

  • First, hotels often require a front and back copy of the credit card to be charged. This requires a lot of manual work. You have to copy both sides of the card, manually add all the traveler’s information from the reservation system, find the fax number, print it out, and walk over to the fax machine to send it. Very time consuming.
  • Another problem is the credit card often will sit on the fax machine, at the hotel in a high traffic area (say the lobby). That can be bad if you’re using a corporate travel card with a $20 million dollar limit. It opens you up for a lot of fraud.

That’s why we built HotelPrepayLogicTM. We automatically (some would say automagically!) pull all traveler and hotel information from the GDS (global distribution system) APIs, create a one time use credit card through your credit card company (if we support them – but our list is growing), generate a PDF that includes an image of the front and back of the one time use credit card and then finally fax it. The fax is monitored and when determined successful it sends an email notification and documents the itinerary history in the GDS. It’s like science fiction, right?
The one time use credit card is locked down to a credit limit of just over room and tax and set to expire a few days after the traveler checks out. This limits fraud exposure. It also makes the travel agents or housing departments much more efficient. Both really good things.
If you want HotelPrepayLogicTM you have to become a client (but I promise, that is also a very, very good thing).
Check out an example PDF that is automatically faxed to a hotel (yah, we blacked out some of the information).