This screen allows you to:
Change the Control File settings shown.
Before you begin:
Choose the File Maintenance option from the Main Menu and than choose the Control File option: Travel Insurance Information.
Screen items are settings that dictate how travel insurance calculates and is managed within the system.
You must first establish an account with your Travel Insurance Company.
You then need to create 2 rates in the Rate Definition File, Charge Rates. One rate will be for what you are charging the guest and one will be the payout rate. You will creating these rates for all three years using the ALL Year season, preferably.
Make sure you have a Travel Insurance Income Account. (Acct. #300).
Enter the Travel Insurance Vendor into the Vendor File. (For Example: Travel Guard).
You must create a charge in the Charges file for travel insurance.
Travel Insurance Co.:
Enter the name of the insurance company.
Travel Insurance due:
[Balance] Choose [Balance] if the travel insurance amount is due when the reservation balance is due.
[Deposit] Choose [Deposit] if the travel insurance is due with the deposit.
[Not Used] Choose [Not Used] if you do not use travel insurance.
Travel Insurance charge # :
Enter the charge number that you assigned to the charge for travel insurance when you created it in the Charges File located in the Files Menu. Travel Insurance is treated as an "other" Charge. See Also Charges File Menu.
Travel Insurance daybreaks:
The daybreaks allow you to apply different travel insurance charges according to the length of the reservation. Enter the number of days into the field and press enter. The label will step to the next day following the number you entered as the first parameter for your day break and prompt you to enter the ending number of days for this second day break. Click [Maximum] when you have entered all your daybreaks. The numbers you entered will be displayed separated by black boxes. You may also use the [Show] button to view your daybreaks once they are entered.
Travel Insurance charge to reservation rates:
Enter the rate you would like to assign to the first period of days or daybreak that you created in the Travel Insurance daybreak’s field. The system will step through the first length of days or daybreak that you set up in each of the years you are tracking. If you chose 1-Maximum you only need to enter one rate. If you have more than one daybreak you would enter a rate for each one. For example, if you are tracking 2010, 2011 and 2012 and your first daybreak is for 1-14 days then you will assign a rate for that daybreak for the year 2010. Then you will assign a rate for 1-14 days for the year 2011 and then you will do the same for 2012. It is easy to use the select button to get a list of your rates, highlight the rate you desire, and double click it with your mouse or use your enter key once it is highlighted. If you know the rate key, you can always type in the rate key and press <Enter> on your keyboard. Click on the [Finished] button when you have made all your assignments. To find out more about rates See Also Rate Definition File Menu.
Travel Insurance pay to insurance company rates:
You will assign the rates you designed in the rate definition file here. Follow the prompts as they change if you have different daybreaks.
Travel Insurance Company ID:
Enter the travel insurance company identification. The travel insurance company should supply this name and/or number.
Travel Insurance decline normal:
Type in the message you would like to pop up on the reservation screen when a guest declines the travel insurance and he is outside of the cancellation period. This message is for your reservationist to read. This is an in-house message for your reservationist only. It does not print out anywhere. A typical message would serve as a reminder that if the guest declines the insurance at this point he could still change his mind and accept the travel insurance up until the cancellation deadline. It may be a reminder that the rates could change etc.
Travel Insurance decline cancel:
Type in the message you would like to pop up on the reservation screen for your reservationist to read when the reservation is still within cancellation period. This is an in-house message for the RMS user only. It does not print out anywhere. A typical message would serve as a reminder that if the guest declines the insurance he will not be given another chance to buy any insurance because he is within the cancellation period. It may list the consequences of not having any insurance, such as he will not be able to get a refund for any reason without the travel insurance.
Maximum insurable amount:
Enter the highest possible amount of money for a reservation that can be insured by travel insurance or click [No limit] if any amount can be insured.
Travel Insurance Product ID:
Enter the Product ID code given to you by your insurance company.
Product ID:
Enter the product identification name or number. The travel insurance company will supply this information.
Cancel Reservation no insurance:
Enter the message you would like to pop up on the screen for the reservationist to give the guest when the guest cancels a reservation within the cancellation period and they have no insurance.
Cancel Reservation with insurance:
Enter the message you would like to pop up on the screen for the reservationist to give the guest when the guest cancels a reservation within the cancellation period and they have purchased insurance.
Exceptions amount compare:
Choose [Deposit] if you want your Insurance exception report to show reservations with travel insurance that have not satisfied paying the deposit.
Choose [Full amount] if you want your Insurance exception report to show reservations with travel insurance that have not paid the entire amount due.
RMS give the option to include or exclude the reservations listed on the exception report and report them, or not to the Insurance company.
Verify initials at reservation time:
Choose [Yes] if you would like initials to be required at reservation time.
Choose [No] if you do not need to verify initials at reservation time. You will not be prompted for initials after booking or canceling travel insurance.
Compute travel insurance against security deposit:
[Yes] Choose [Yes] if you want to include the security deposit when you are calculating travel insurance.
[No] Choose [No] if you do not want to include the security deposit when you are calculating travel insurance.
Initial Decline text:
If travel insurance is removed then whatever word is in this field, such as “REMOVED” will appear when the merge tag: **SR:TRAVEXTRATEXT** is inserted in the letter with a place for guest to initial.
Damage Waiver Charges:
Enter the charge number from the Charges File for Damage Waiver Charges. The Damage Waiver Charge should have the product ID entered in the Charges file for the Damage Waiver charge.