Hotel Billing Instructions - CLC Lodging

Document Sample
Hotel Billing Instructions - CLC Lodging Powered By Docstoc
					Hotel Billing Instructions
           2011
Table of Contents

     Introduction…………………………………………… 3
     CLC Billing Requirements…………………………. 4
     Handling CLC Vouchers……………………………. 5
     Rooming Lists & Authorization Forms……….. 6
     Contact Information………………………………… 7
     Check-in Checklist…………………………………… 8
     Reservations…………………………………………… 8
     FAQs……………………………………………………….9




7/21/2011                                         2
Introduction: CLC’s Billing Process
    Dear Valued Lodging Partner,

    CLC Lodging is providing this set of billing instructions to make the process
    easier for you and your employees.

    In the following pages you will find:

       – Guidance for correctly submitting bills to CLC processing
       – Support phone numbers available for help with billing issues or payment
          status

    These instructions also serve as a reminder to make use of your
    WebCheckINN account. New features on WebCheckINN make it quicker to
    submit bills and easier to research payment status. These instructions can be
    found at www.WebCheckINN.com.


    Check out WebCheckINN at www.WebCheckINN.com. If you don’t have
    an account, you can create one at the Web site or call CLC at:
    (800) 425-3562.

    Please contact us if you experience delays after submitting bills online or
    through fax or mail. Please do not resubmit an additional copy of your
    invoices. Duplicate submissions slow the process further.

    Thank you again for your continued partnership with CLC Lodging. We
    look forward to many more stays in your properties and a continued strong
    working relationship with you.

    Regards,

    CLC Lodging



                           For Every Bill Submitted
                              1. Make it legible.
                              2. Include all information.


7/21/2011                                                                           3
CLC Billing Submission Requirements
 CLC customers that carry a CLC CheckINN Card can be processed electronically. Do not
 submit manual billings for stays processed electronically.

 Manual CLC billings MUST be submitted in the approved format.
 These formats are: a CLC voucher (example page 5), a rooming list or an
 authorization form.

 These forms MUST be completed with the requested information listed below. Do not submit
 any additional documents, other than the required form.

 Guest Name (Employee Name)
 Obtain the legible First Name and Last Name of guest.
   Customer Name
 Customer Names are present on all CLC CheckINN Cards and Sign-In Sheets.
   Card Number or Employee ID#
 The CLC CheckINN Card contains a unique 19-digit card number. Please ensure all
 information is legible. If an impression is not made, please write all information displayed on
 the Card on your billing submission. If the guest does not present a CLC CheckINN Card at
 check-in or is not using a Rooming list, the guest cannot check in.
   Hotel Information
 CLC Hotel #, hotel name, address and hotel phone number must be visible on the document
 submitted for billing. If you do not know your CLC Vendor #, contact CLC’s E-Commerce
 department at (800) 425-3562.
   Date In – Date Out
 Include the month, day, and year for the date(s) the guest checked in and checked out of
 your property.
   Total Charge
 Clearly indicate the total charge for the entire stay. This helps CLC reconcile and audit the
 entire folio charge.
   Room Number
 To ensure accurate payment to your property, please verify the room number is easily found
 on your billing submission document.
   Number of Guests
 Because CLC clients may travel in crews, we must distinguish between single and double
 occupancy. List the number of occupants in each room on your billing submission. If billing
 for double occupancy, information must be included for both employees.
   Folio or Reference #
 If a double occupancy is billed, and a unique Folio # is given for each guest, provide
 information on billing.

 THE FOLLOWING ARE NOT ACCEPTABLE BILLING DOCUMENTS:
 COVER LETTERS
 INVOICES
 STATEMENTS
 INCOMPLETE CLC APPROVED FORMS


7/21/2011                                                                                     4
Handling CLC Vouchers

                                                            16       17            18
                                           7         8
                                                                                   19

                                           7         8

                                                     9
                                 1                                                 20
                                                     10
                                 2

                                 3              11

                                                12

                                                12

            4       5        6
                                                13

                                                14                                 21

                                                15



     Please ensure all of the following are legible on the vouchers you submit:
     1. Card Imprint. Must include Customer Name, Card Number or Employee ID #
         and Guest Name.
     2. First Guest Signature at Check-In.
     3. First Guest Signature at Check-Out.
     4. Trip Code. Will be provided by guest if company requires.
     5. Project Code. Will be provided by guest if company requires.
     6. Job Code. Will be provided by guest if company requires.
     7. Date In – Date Out.
     8. Time In- Time Out.
     9. Number of Guests.                              For Every Bill Submitted
     10. Number of Nights.
     11. Room Rate per Night without Taxes.              1. Make it legible.
     12. Taxes.                                          2. Include all information.
     13. Rate per Night with Taxes.
     14. Number of Nights.
     15. Total Charge.
     16. CLC Hotel Number.
     17. Folio or Reference #.
     18. Room #.
     19. Hotel Information.
     20. Second Guest Signature (if applicable).
     21. Card Imprint of Second Sleeper (if applicable).

7/21/2011                                                                      5
 Rooming List – Authorization Forms
              For CLC customers that do not carry a CLC CheckINN card, use a
 Rooming List or Authorization Form as the billing mechanism. Just like all billing
 sent to CLC, the same REQUIRED information (as listed on page 4) should be
 included on the Rooming List. In addition, there may be additional fields required on
 the Rooming List or Authorization Form. Listed below are a couple examples:

 Job Code – Cost Center
              For auditing purposes, some clients reconcile their lodging expenses
 against specific budgets for specific jobs or locations. The guest will provide the
 information, if required.

 Legible Employee Name
              It is required that guests’ names are PRINTED so there is a legible
 name easily identifiable by CLC. There also may be an area requiring a guest
 signature. Please check that the name is legible before the guest is checked out of
 your property.

              Note:
              To ensure Rooming Lists and Authorization Forms are processed
 successfully, make sure that every field is legibly filled out during check-in.
 If information is not populated in available fields, it could lead to delays in
 your payments.
 No further documentation should be submitted for processing IF all
 available fields are populated.




7/21/2011                                                                              6
Contact Information
     Some CLC Lodging phone numbers have changed. There also are new ways to
     receive assistance with your billing questions. Below are useful numbers and
     addresses to contact CLC.

     Billing Questions
     (316)-219-8171
     www.webcheckinn.com

     Billing Submissions
     Fax: (316) 636-9258
     Mail:
     8111 E 32nd Street N.
     Suite 300
     Wichita, KS 67226

     WebCheckINN Information
     www.webcheckinn.com
     (800) 425-3562

     Contract Questions
     (316) 219-8160

     E-Commerce (Electronic Systems Support)
     (800) 425-3562

     Reservation Support
     (888) 545-9391




7/21/2011                                                                           7
Check-in Checklist
      Please post this information at your front desk to ensure that all required
      information is gathered for each CLC guest check-in.



       Guest Name (Employee Name)
       Customer Name
       Card Number or Employee ID Number
       Hotel Information
       Date In – Date Out                           For Every Bill Submitted
       Total Charge
                                                         1. Make it legible.
       Room Number
                                                         2. Include all information.
       Number of Guests
       Folio or Reference Number

                                WebCheckINN Information
                                www.webcheckinn.com
                                  (800) 425-3562


Reservations
     CLC guests are typically walk-in guests. However, some guests call in advance
     to make their reservations and to confirm availability. Some guests may use
     CLC’s Traveler Support Center to make the reservations for them. CLC Lodging
     clients should not make reservations for CLC’s direct bill program through 800
     phone numbers or online booking tools.


     Reservation Support
     For questions regarding the check-in process of a CLC guest, please call:
     (888) 545-9391.




7/21/2011                                                                              8
FAQs
 Q- Do I have to make a copy of the CLC Card at Check- In?
 A- If you are billing electronically, it is not required to send in a copy of the
 CLC Card. However, it is recommended to keep the back-up documentation in
 the event of an audit.


 Q- Do I have to mail the bills separately, identified by CLC company, as
 previously requested?
 A- No. That is no longer a requirement.


 Q- How do I use the Internet to check my account?
 A- Hotels can check their account through CLC Lodging’s WebCheckINN Web
 site at www.webcheckinn.com. Billing status can be reviewed at any time.
 Hotels that do not have a WebCheckINN account can set one up at
 www.webcheckinn.com or by calling CLC. There is no charge for this service.
 CLC Lodging conducts WebCheckInn training on the 1st and 3rd Wednesday of
 each month. For questions or more information, contact our E-Commerce
 Department at (800) 425-3562.


 Q- What should I do if there is a delay in payment?
 A- Please contact CLC if you experience delays after submitting bills online or
 through fax or mail. Please do not resubmit an additional copy of your invoice.
 Duplicate submissions slow the process further.

				
DOCUMENT INFO