Introducing: Hotel Engine's Incidentals Coverage Program

Audrey Fairbrother
March 18, 2022

We know that organizing business lodging is a challenge. Whether you’re managing travel for a handful of employees or hundreds, there are a lot of logistical boxes to tick.Hotel Engine already offers a number of ways to simplify, streamline and save on business lodging. And we’ve recently introduced yet another way to make corporate travel less stressful!|The Hotel Engine Incidentals Coverage Program benefits both travel managers and traveling workforces. Whether you’re the person checking in at a hotel or the person settling the accommodation bills, our new program makes life simpler.Curious how it works? Let’s take a look:

What is the Incidentals Coverage Program?

The Hotel Engine Incidentals Coverage Program helps you better manage one of the trickiest logistics of business travel across an organization.Instead of employees having to present a credit card when they check-in, you and your workforce can rely on Hotel Engine. We’ll cover all incidentals and authorizations up front. So, there’s no need for your travelers to deal with any financial admin at check-in, or deal with the stress of holds on their personal credit cards.We then provide one single (and fully reconciled) bill at the end of each month to the travel admin for all incidental charges incurred on your team’s reservations.

What exactly does it cover?

The Hotel Engine Incidentals Coverage Program covers all of the incidental charges your team might charge to their hotel room ( calls, room service, room damages and on-site dining).So if you’ve given approval for your workforce to charge incidentals to the company account, Hotel Engine can simplify the process.

What are the benefits?

As we mentioned above, there are a number of key benefits associated with our Incidentals Coverage Program. Let’s take a more in-depth look at each:

No credit card hassle

Perhaps you ask your employees to use a company credit card and have to fill out authorizations. Or maybe they use their own and then submit a claim for reimbursement. Neither option is ideal.What if you don’t have a company credit card you can give out to everyone in your workforce? And what if your employees don’t like shelling out their own cash or putting a hold on their card then waiting days or weeks to get the money back?When you opt into the Hotel Engine Incidentals Coverage Program you do away with credit card hassle.

Easy check-in

Because we’ve already arranged your incidentals costs with the hotel, checking-in is a breeze, and your employees can focus on getting to work or resting up before a big day ahead.Simple reconciliationWhen we present your monthly bill for incidentals, you’ll find it easy to see which charges belong to which rooms. Reconciliation is simplified and the lives of your finance team made that bit easier.

Save time on invoices

Paying individual invoices takes time. When you book with Hotel Engine you not only save time paying your hotel bills, but you also save time reconciling or paying for incidentals.Hotel Engine will send you a monthly, centralized invoice covering all incidentals for your team for the period in question.One simple invoice. One easy payment.How do you apply? Hint: it's very easy

Want to take advantage of our Incidentals Coverage Program benefits?

Step 1 - If you haven't already, sign up to become a member of Hotel EngineStep 2 – Contact your Account Manager about activating Incidentals Coverage on your account.Step 3 – Choose the Incidental Charges option when you check out on a reservation on the Hotel Engine site.You’ll be charged a $5 fee for booking and your itinerary will show that you have chosen the incidentals option for this particular trip.You’ll automatically receive an invoice at the end of the month for any incidentals incurred on your selected reservations.

A few more great reasons to choose Hotel Engine

While our Incidentals Coverage Program is a great addition to our offering, it’s by no means the only reason Hotel Engine is an ideal option for business travel management!Use Hotel Engine to search and book your business hotel reservations and you get:

  • Up to 60% off on your business lodging
  • Access to over 750,000 hotels worldwide
  • Your own lodging management dashboard
  • Easy to use trend and reporting features
  • A 24/7 US-based customer service team
  • Dedicated support for group and long-term hotel bookings

Want to know the best bit? Becoming a Hotel Engine member and using our platform is completely free. We don’t charge membership, booking or cancellation fees. We also don’t require a contract, or any minimums.Join for free and find out how Hotel Engine can make your corporate lodging management a more streamlined process.

Audrey Fairbrother
Article written by
Audrey Fairbrother

Audrey Fairbrother is the Content and SEO Manager at Hotel Engine. She spends her days writing about all things business travel, researching topics that are important to Hotel Engine's audience and cultivating the company's brand voice.

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