Cloudbeds Release Notes (July 2018) - Per Person Per Night Tax

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Introducing New Tax - Per Person Per Night Tax

A number of European countries and cities have started charging a tourist tax for tourism related purposes in hotels, B&Bs, and apartment rentals per adult per night.

To meet new tax requirements and help you run your business more efficiently, we have implemented a new tax type - per person per night.

Learn more about how to create tax and add it to the reservation in our Knowledge Base

Tax Specifics
  1. Fixed amount: Due to the nature of this tax it will be only offered as “flat value” tax, not a percentage;
  2. For reservations only: Because this tax/fee is based on the number of guests and the number of a nights spent in an accommodation, it will only be available for reservations. It won’t be available for an item;
  3. Exclusive Calculation: This tax/fee type is only offered as an Exclusive tax. That means that it is not included in the nightly price but as “extra” or “on top” of what the guest sees as a nightly rate;
  4. Not Charged on Top of Fees: This tax/fee will be charged based on the number of guests and the number of nights. It will not be charged on top of other fees;
  5. Apply to Adults vs Apply to Children: When you select Per Person Per Night as a type, you can choose to apply the tax to Adults or to Children. For most countries this tax ranges between 0.45 to 2.50 per person;
  6. Setting a max length to your tax/fee: If you only charge the tax for a specific number of days you can set that rule. Simply check that the tax/fee has a max length and type the number of nights you charge the tax.
Frequently Asked Questions:
How does the tax post to the folio?

The tax will post each night for the number of in-house adults based on the room they’re in.

Example: Imagine a reservation with two rooms. The first room has 2 guests, the second room has 1 guest. Each guest is applied per person per night tax which is $1.

Unlike many other taxes that are a percentage of the accommodation’s total, this tax/fee is a flat value tax. The system takes this value and multiplies it by number of guests and the number of a nights spent in an accommodation. It’s then posted as a separate line item in the folio and receipts:

Tax should be configured for the source to be applied automatically.

Learn more here: Applying Taxes and Fees To Reservation Sources

If my city/country restricts the tax to a maximum length, how will this affect the folio?

If you set a max length to the tax, then the system will determine what the max amount possible to charge is based on the tax value, the number of guests, and the max length of the tax. The system will prevent the folio from posting if it means going over this amount.

My property allows split reservations — is that allowed?

Because the tax posts based on how many guests are in a room on a given night, you can continue to split reservations. However, if you also have a max length to your tax/fee, we recommend doing a genuine split, which you can read about here. Do not add additional accommodation to your reservation if you treat it like extending existing reservation - this creates an additional guest in your reservation and may overtax your guest.

Can I add the tax manually?

Yes. But you will need to fill in the amount of tax for the whole stay manually.  Because it is a manually added tax and it is based on nights stayed, the system cannot make assumptions on how much to calculate.

Learn how to add tax to the reservation manually in this article: Taxes & Fees - Everything you need to know

If my local tax restricts the number of nights I can charge it, and the guest count varies in a room from night to night, what happens then?

We understand that sometimes guests book reservations where the number of guests will change. Some guests join mid-trip and sometimes a guest needs to leave early. However, it can be difficult to know which guest is coming and going, and to inquire on this information may feel intrusive on a guest’s privacy.

The system will calculate a max amount that could be charged on a reservation based on the number of guests, the tax price, and the max length of the tax. The system will prevent overcharging a reservation based on this information. It will not know which individual guest has been “charged” if the headcount changes from night to night.

For this reason, we recommend either adding the tax manually to the folio if a guest is joining for only a partial stay. Alternatively, the property can do a manual adjustment on the tax to correct the folio.

Have more questions? Contact Support

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