Authorization remains valid for an estimated length of a guest’s stay. You should obtain an Incremental Authorization Approval for an additional transaction amount that you expect to be generated for your guest’s extended lodging period.

1. Contact the guest to confirm an extended length of stay.
2. Follow standard authorization procedures provided by CDS to obtain an Incremental Authorization Approval for the additional transaction amount.
3. If you receive a decline response to an incremental authorization, contact the guest and ask for another form of payment.

*** If a hotel stay extends beyond 2 weeks, you should settle the transaction for an initial booking period and obtain authorization for a new transaction for an extended stay. ***

*No later than 31 calendar days from the date of the Approval Response to the Estimated Authorization Request. Any Incremental Authorization Requests do not extend this timeframe.

When a guest arrives to check in, you may estimate the guest’s total charges and obtain an authorization for the estimated amount. Your estimate of the guest's total charge must be based on:

• Expected length of stay
• Room rate including tax
• Incidental charges that you expect and that are related to the guest stay. Examples of incidental charges include room service, telephone calls, and parking
• Additional charge. Example of pet flat per-stay fee

***Incidental charges do not include expenses such as damages to the room.***

When a guest checks out, authorization is required in the following instances:

• If there was no previously estimated authorization, and the actual transaction amount is above the floor limit as your hotel, get an authorization for the actual transaction amount.
• If there was a previously estimated authorization amount, apply the “15% rule” to determine whether or not incremental authorization is required.

To do this:

• Add 15% to the previously estimated authorization amount
• Compare the total (sum of the previously estimated authorization amount plus 15%) to an actual (or final) transaction amount

If any additional charges are discovered after check-out (e.g., room service, telephone or mini-bar), you may amend a guest’s bill.

1. After the guest checks out, deposit a separate sales transaction receipt for the delayed charges, with the words “signature on file” on the signature line.
2. Obtain electronic authorization, if applicable.
3. Keep the terminal transaction receipt. Attach it to the guest record.
4. Mail/e-mail the additional charge information to the cardholder. This should include:

• The sales transaction receipt with the words “signature on file” on the signature line.
• A copy of the sales draft with a detailed explanation of the additional charges.

1. Always obtain the following information from the guest:
Card Number, Card Expiration Date, Cardholder’s Name, Cardholder’s Billing Address, Phone Number, Email Address

2. Confirm the following information with the guest:
The room rate(including tax), The name and physical address of your hotel, The Date and Time to say, A confirmation code for the guaranteed reservation

3. Explain your cancellation policy, Let the guest know if the rules below apply:

• Cancellation notification may be required up to 72 hours before the scheduled arrival date.
• If the cardholder makes the reservation within 72 hours of the scheduled arrival date, the cancellation deadline must be no earlier than 6:00pm(local time) on the scheduled arrival date.
• Guaranteed rooms must be held until check-out time on the day following the scheduled arrival.

If a cardholder fails to cancel a reservation or claim a room by check-out time or the day following the scheduled available date, you may submit a sales transaction receipt for one night’s accommodation, plus applicable tax.

To do this:
1. Write “No-Show” and agreed on start date of the accommodation on a sales transaction receipt.
2. Complete all the portions of the sales transaction receipt including card account number and cardholder’s name.
3. Obtain an authorization if the amount exceeds the floor limit.

***Merchants are protected from no-show disputes when policies are properly disclosed to the cardholder.***