Travel Card

Travel Card

Introduction 2

Overview 3

Resources 5

Check Balance 7

Redeem Card 8

Credit (Correction) Procedure 15

Load/Reload Funds 16

**Order Travel Cards 22

Travel Card

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Tutorial/TRAVEL CARD: Introduction

Travel Card is a prepaidvalue card that can be usedby a guest toward paymentof hotel charges.

The screens in the Travel Card module are used to:

Redeem Travel Cards• Credit Travel Cards• Check Travel Card balances• Load and reload value for Travel Cards•

** Ordering Travel Cards is available at the property, however, until this functionality is available inMemberWeb, please follow the procedures in the Order Travel Cards section at the end of this tutorial.

NEXT − Overview

Travel Card

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Tutorial/TRAVEL CARD: Overview

The Travel Card is a stored value card that can be used by a guest toward payment of hotel charges andtaxes.

The following Travel Card activites may be performed at the property:

Redeem − File for compensation for Travel Card payment toward hotel charges and tax.

Check Balances − Verify a guest's Travel Card balance amount.

Load/Reload − Adding value to a new or existing Travel Card (for which the property earnsa commission). Forms to order blank cards (free of charge) are posted on BW Online.

**Order Travel Cards − Request a new Travel Card for a guest. Ordering Travel Cards isavailable at the property, however, until this functionality is available in MemberWeb, pleasefollow the procedures in the Order Travel Cards section at the end of this tutorial.

Travel Cards may not be accepted at concessions located at a hotel not owned, operated, or managed by thatBest Western hotel (for example, leased out restaurants). Total charges are reduced by the amount availableon the Travel Card.

Travel Cards should not be accepted as guarantee for a room reservation. Upon check−in ask for a credit cardbackup (or other payment backup in compliance with your cash payment policy) and a valid picture ID.Record the ID number and keep it with the folio*. The Travel Card cannot be used as a cash deposit. Ask tosee the actual card or the virtual (electronic) card. Do not accept a number only. The Travel Card is fullytransferable, therefore, the name of the guest does not have to correspond with the name of the Travel Cardholder.

*Without this information we cannot compensate you for a fraudulent stay.

Travel Cards may be in the form of an actual card or a virtual card. Cards may only be accepted in one of thefollowing formats:

Actual Card Sample

Travel Card

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PREVIOUS NEXT − Resources

Travel Card

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Tutorial/TRAVEL CARD: Resources

The following resources are available to properties to redeem (accept as a form of payment/use value fromcard), check card balances, load/reload funds, and order cards:

MemberWeb − All activites, except ordering or issuing new cards, are available onMemberWeb. European properties should contact their affiliate office for help onMemberWeb transactions.

Toll free Travel Card Customer Service Telephone Access − Automated, with access tolive help. Requires property number and MemberWeb login.

Fax a Travel Card Submittal Form to order, or load and reload cards. Use the ManualCompensation Form for redemption only if MemberWeb or the toll free number are notaccessible, as it does not guarantee funds will still be available due to the time lapse. Allforms are posted on BW Online.

Property Resource Information Worldwide:

Member Portal (information) bwonline.com > Marketing & Sales > Travel Card

MemberWeb (functionality/reports)bwonline.com > Enter MemberWeb > Log−in > TravelCard

For questions regarding Travel Card and help on MemberWeb transactions, please call the numberin which your property is located.

US/Canada/Caribbean

Phone 866−574−6470 (toll free) All Transactions

Fax 623−780−6920

Help Desk (technical difficulties only) 800−528−1902

Australia

During BW Australia operational hours (9:00am −5:30pmEST) members should contact BWA office for assistance ortheir RSM to clarify the procedure.PH: +61 2 9373 1378

South America − BW Office (Brazil) (all numbers below are toll free)

− Argentina 0800−666−0149

− Venezuela 0800−100−6815

− Chile 800−201−652

− Uruguay 000−405−5119

− Peru 0800−51574

Travel Card

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− Bolivia 0−800−100−260

− Brazil 011−3034−4250

Mexico, Belize, Costa Rica, Ecuador,El Salvador, Guatemala, Honduras,and Nicaragua

52−55−52071412 or 52−55−52088939

New Zealand − BW Office 09 520−5418

Asia − BW Office (Thailand) (662) 6541400

Europe Please call your affiliate office.

Consumer Resources:

Travel Card Customer Service Numbers(toll free)

− Within US/Canada/Mexico/TheCaribbean

1−877−CARD−2TVL (227−3288)

− Within Australia 800−232885

− Within Europe and most othercountries

++ 800−22 73 28 85

PREVIOUS NEXT − Check Balance

Travel Card

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Tutorial/TRAVEL CARD: Check Balance

CHECK BALANCE

Check the balance of a Travel Card upon check−in or prior to check−out.

Upon check−in ask for a credit card backup (or other payment backup in compliance with your cash paymentpolicy) and a valid picture ID. Record the ID number and keep it with the folio. The Travel Card cannot beused as a cash deposit. Ask to see the actual card or the virtual (electronic) card. Do not accept a number only.The Travel Card is fully transferable, therefore, the name of the guest does not have to correspond with thename of the Travel Card holder.

To check the balance of a Travel Card, click on .

Enter the Travel Card number to check, then click .

The Account Information screen displays all activity on this travel card.

The top of the screen displays the number of transactions on the card. In the example above, this screen showsa count of "1−3 of 3" transactions, meaning the first, second, and third of a total of 3. If there are more thanfive transactions, use the navigation links to move through the list. The count willindicate which transactions are being viewed.

PREVIOUS NEXT − Redeem Card

Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

REDEEM CARD

Upon check−in ask for a credit card backup (or other payment backup in compliance with your cash paymentpolicy) and a valid picture ID. Record the ID number and keep it with the folio. The Travel Card cannot beused as a cash deposit. Ask to see the actual card or the virtual (electronic) card. Do not accept a number only.The Travel Card is fully transferable, therefore, the name of the guest does not have to correspond with thename of the Travel Card holder.

When Travel Card is selected from the MemberWeb menu, the Redeem screen below is automaticallyopened. To return to this screen from anywhere in Travel Card, click on .

Enter the guest's Travel Card number.

Then click .

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

The following screen displays the Resort Name, the Travel Card Number, the Recipient's name, and thecurrent Balance remaining on the Travel Card.

NOTE: Fields with a red asterisk (*) are required.

In the example above, this guest has a balance of $450.00 in USD on her Travel Card.

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

Enter the Check In and Check Out Dates of the guests stay by using the drop−down lists for month, day, andyear. The Check Out date defaults to today.

NOTE: If a customer does not pay for a room, but only for dinner, enter the same date for Check In and CheckOut.

In the example above, this guest checked in on December 18, 2002 and checked out on December 20, 2002.

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

In the Number of Nights field, enter the number of nights the guest is using in the redemption of their TravelCard.

NOTE: The Number of Nights does not have to be the same as the number of nights that the guest is staying.If they choose to use the Travel Card for only a portion of their stay, they may do so.

In the example above, this guest is redeeming her Travel Card for the two nights of her stay.

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

In the last field, Enter Total Redemption Value of the Travel Card.

In the example above, the Total Redemption Value is $160.00 (the amount the guest wishes to charge to theirTravel Card).

Then click .

Click to return to a previous screen, if necessary.

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

This screen contains the redemption information entered. It also includes the amount of the redemption, theNew Balance on the Travel Card, and the Redemption Location of this transaction.

If everything is correct, click .

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Travel Card

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Tutorial/TRAVEL CARD: Redeem Card

The screen redisplays with a message in red at the top that the Redemption is successful!

Please print one copy of this transaction for the client by clicking on .

To redeem another Travel Card, click .

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Travel Card

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Tutorial/TRAVEL CARD: Credit (Correction) Procedure

Credit Procedure

To credit an amount to a Travel Card, follow the redemption steps as previously discussed, however, enter theamount that needs to be credited to the Travel Card as a negative number, as shown below.

In the example above, in the Redemption Value field, the credit amount displays as $−90.00, which means$90.00 is the amount credited to the guest's Travel Card.

Then click to follow the same steps as a redemption. The confirmation screen will display thisamount as a credit.

PREVIOUS NEXT − Load/Reload Funds

Travel Card

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Tutorial/TRAVEL CARD: Load/Reload Funds

LOAD/RELOAD FUNDS

This process is used when either the hotel has blank cards available to load, or if the guest wants additionalvalue "reloaded" onto an existing card.

NOTE:

Travel Cards can only be reloaded in their original currency.• Before a European hotel can load or reload funds to Travel Card accounts, they must have a signedTravel Card contract with Best Western Europe.

•

Charge the guest directly for this transaction. The MemberWeb procedure automatically charges thetransaction to the property's monthly statement less a 10% commission.

To add value to a new or existing Travel Card, click on . The following screen isdisplayed:

Enter the Travel Card Number to which funds are being added, then click .

The following screen is displayed:

Travel Card

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Travel Card

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Tutorial/TRAVEL CARD: Load/Reload Funds

In the Load Value field, enter the amount being added to this Travel Card.

The Value Type displays the default currency.

The Charge Type field defaults to the billing account. If there is more than one account for this property,select an account from the drop−down list.

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Click on theTerms & Conditions link to read the terms of this transaction, then check this box.

When the fields have been completed, click .

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Travel Card

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Tutorial/TRAVEL CARD: Load/Reload Funds

The Confirm screen displays the information entered, and includes the New Balance on this card.

The Discount(10%) field displays the transaction commission. The monthly statement will reflect the billingamount less the 10% commission. The amount in the Total field reflects the amount this property will bebilled for this transaction.

If the information is correct, click . Click to cancel this transaction.

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Travel Card

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Tutorial/TRAVEL CARD: Load/Reload Funds

The Confirm screen displays the information entered, and includes the New Balance on this card.

The Billing Information displays the billing account and property name.

Use the browser's print funtion to print two copies of this page −− one for the guest and for your records.

PREVIOUS NEXT − **Order Travel Cards

Travel Card

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Tutorial/TRAVEL CARD: Order Travel Cards

**ORDER TRAVEL CARDS

**This functionality is currently not available in MemberWeb. If a guest wants to purchase a Travel Card andblank cards are not available at the property, please use the following procedures to order a Travel Card for aguest. (The property earns a commission on these orders.)

Call Customer Service at 866−574−6470 (toll free). A Travel Card representative will processnecessary details such as mailing address and credit card information.

•

Use the Information Submittal Form for ordering cards (posted on BW Online) and fax the form tothe number listed on the form. This does not guarantee immediate processing, and should not be usedif guest wishes to use a virtual card immediately.

•

If no blank (unloaded) cards are available at the front desk, offer the guest the following two options:

The Travel Card may be mailed to the guest or to any address they wish. Cards are sent in a gift wrapand the guest may add a gift message.

•

The image of the Travel Card may be sent to the recipient by E−mail for immediate usage.•

To order blank cards to keep at the front desk for convenient processing, please use the Blank Card OrderForm on BW Online.

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Travel Card

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