Room for Savings: Optimizing Hotel Spend - Carlson

6. Address extra charges
Travelers need clear guidelines on which charges
are reimbursable when they are not included in
the room rate. For example, expenses such as
laundry may be authorized only for longer stays.
Figure 50 provides examples of items often
mentioned in travel policies.
Figure 50: Sample policy regarding extra hotel charges
Reimbursable expenses
Breakfast
Business phone calls (although
the use of a corporate calling
card is preferred)
Laundry (within reason for stays
exceeding 5 nights)
Internet access for business
purposes
Use of fitness center
Non-reimbursable expenses
Laundry for stays under 5 nights
In-room movies
Recreational activities
Spa treatments
Room-service breakfast
(if breakfast is included in the room
rate)
Alcoholic beverages from the
mini-bar
Source: CWT Travel Management Institute
7. Mandate payment by corporate
credit card
As seen earlier (Pages 33-34), corporate credit
card data can be invaluable for companies to
accurately evaluate their hotel spend and help
travelers better manage their expenses. At the
same time, surveyed travel managers recognize
that some travelers would prefer to have their
hotel bill sent directly to their company or TMC.
While direct billing can be particularly useful for
travelers who do not have their own corporate
card, it tends to be an expensive solution for
companies due to administrative costs, TMC
processing costs and lost savings. Surveyed
companies believe travelers are less costconscious
when they do not settle their hotel
bills themselves and are more likely to incur
penalty fees through last-minute cancellations.