Policies that appear on the Status calendar ('i' indicator) have been set using Item Setup or Rate Setup and default policies set using Default Sell Rules. Policies set in Rate Setup override those set in Item Setup when they are of the same type. Policy options in Item Setup or Rate Setup are inherited from those set up at or inherited by your property. Polices set at the Chain levels are inherited by the Property level.
The table below lists the types of policies that can be set in the Property Maintenance Module. The Hierarchy of Policies table shows the hierarchy of policies and where they are set.
Policy |
Description |
| Guarantee/Deposit Policy | This is your policy for holding a reservation. This could include guarantee method and / or deposit amount. |
| Cancel Policy | This is your policy for canceling a booking in relation to the arrival date and any penalties that apply when a cancellation is made. |
| Tax Policy | This policy defines the taxes that are applied at your hotel for inventory items, rates and services. These taxes can include country, state and city taxes. |
| Fee Policy | This policy describes any additional fees that are charged for goods and services. |
| Commission Policy | This is your policy describing how commissions are paid, the calculation method and the amount. |
| Cost Policy | This option is not currently used. |
| Discount Policy | This is your policy describing any discount that can be applied. |
| Rate Adjustment Policy | This policy will allow you to add package-pricing elements to rates of various calculation methods. |
| Rate Policy | This is your policy defining how a specific rate can be sold. |
Early Checkout Policy |
This is your policy for applying fees or penalties when a guest checks out before their scheduled departure date. |
Meal Plan Policy |
This is your policy surrounding purchased meal plans. |
No Show Policy |
This is your policy for applying fees or penalties when a guest did not arrive. |
Yield Policy |
This is your policy for defining what percentage a rate will increase as occupancy increases. |
Overbooking Policy |
This is your policy for overselling of an item or rate by a predetermined value to get closer to 100% occupancy. |
This following shows the hierarchy of policies. The system will search in this order until it finds a policy set.
Rate/Item Intersection – checks the calendar and if policy found, stops here
Walks the Rate Tree for Rate Setup – if policy found, stops here (this could include the rate ‘group’)
Walks the Item Tree for Item Setup – if policy found, stops here
Checks for Property default policy preference – if policy found, stops here
Checks for Chain default policy preference – if policy found, stops here
Interface codes listed below are acceptable for use in the Tax Policies.
ST = State Tax
CT = City Tax
CH = City Hotel Fees
CO = County Tax
FT = Federal Tax
SA = Sales Tax
MI = Miscellaneous
RF = Resort Fees
SU = Surcharges
SC = Service Charge
OT = Occupancy Tax
MF = Maintenance Fee
EC = Energy Charge
PR = Package Rate Fee
BT = Bed Tax
VA = Value Added Tax
Field |
Description |
Name |
Enter the name of the policy to be used in the IBE and Call Center. |
Interface Name |
Enter the name of the policy to be used in the GDS/ADS (45 characters maximum including spaces). |
Policy Text |
Enter the text used in RVNG IBE and Call center to describe the policy. |
Interface text |
Enter the text used in the GDS/ADS to describe the policy. |
Calculation Rule |
Select whether this rule is based on a percentage or a flat amount. |
Amount for Calculation |
Select which calculation amount will be used. |
Max # Days |
For Rate Adjustment Policies – If the calculation rule is set to Percentage and the amount for calculation is set to First (n) Day Amount, this textbox will appear. Enter the number of days the percentage calculation will be applied. |
Amount |
Enter the percentage or flat amount based on the calculation rule. |
Item Group |
Select which item group that this policy applies (Lodging will appear by default). You can set up policies that apply only to lodging and then polices that apply only to product. |
GTD Method |
If you accept Travel Agent guarantees for all rates, the interface code must be set to Credit Card and Travel Agency selected from the drop-down list. |
Based on |
Select a date in time the policy is based on. This needs to be set to Arrival Date for current cutoffs to work. |
Days |
If Based on field is used, enter a minus value (for example, -12) for days prior to the based on date or enter a positive value (for example, 15) for days after based on date. Must be used for time-based policies. |
Time of Day |
Select the time of day that this policy applies. |
VAT |
Select whether this tax should be added to the sum of the total plus the previous tax (required for tax policies). This should be used when there are multiple tax policy rules to indicate whether it should be used in the tax calculation. |
Taxable |
Select whether this fee is taxable (required for fee policies). |
Refundable |
Select whether this fee is refundable (required for fee policies). |
Order By |
Must be used for Cancel policy rules. Enter a number to specify the order the policy is reviewed by RVNG when making a booking. The rule that is furthest out from the arrival date should have a lower number than the one that is closest to the arrival date. This is used to set the policy order when one policy may affect another. |