Brex partners with TravelBank to provide customers with great deals on accommodation. You will find information below on the different types of bookings that are possible.
Refundable vs non-refundable hotels
- More flexibility to change and cancel.
- May be more expensive or outside of company policy.
- If plans change, you can cancel your hotel room reservation per the penalty period of the property.
- If you prepaid for the room, you will get a full refund.
- If you only reserved the room and plan to pay on site, the reservation is simply cancelled.
- Users typically earn their loyalty points.
- Rates are often lower than refundable hotel rates.
- Limited/no flexibility and financial penalties if plans change and you need to cancel.
- Even when cancelled ahead of time, you usually cannot cancel without penalty (in rare situations, the hotel may waive the penalty but it is solely at the hotel's discretion).
Pre-pay vs pay later hotels
- You pay at the time of booking the hotel.
- You must still provide a credit card for incidentals at the time of check-in.
- This is a good option for booking with a company card as you can run into issues if you select a pay later rate with a company card.
- Rates are often lower.
- If it is a pre-pay non-refundable, you most likely will not get a refund or will pay penalties if you cancel the booking.
- A credit card is used to reserve a room, but not charged up front.
- You put down a credit card at check-in which can be a different card than the one used to reserve the room–this card is used to pay for the full room bill plus incidentals, taxes, and any other fees at check-out.
- May be risky for business travellers because if you use a company credit card that you don't physically have, you won't be able to use it on site because they need to physically re-swipe it upon check-in.
Resort fees and incidentals
There is a rising trend for urban hotels (especially in NYC, SF, and Chicago) to charge resort fees to boost revenue without raising nightly hotel rates.
- Resort fees are for basic Wifi, phone service, fitness center, business center, etc.
- Resort fees cannot be waived even if you do not use the amenities–they are usually assessed per day.
- You must present a credit card at check-in which is used for:
- Incidentals (food/snacks, room service, etc)
- Refundable deposit for incidentals/damages
- Resort fees
For more information, please read these TravelBank blog articles: