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.