The Roomex Blog

How to travel safely in Europe this winter amid COVID-19

How to travel safely in Europe this winter amid COVID-19

Over the course of the year we've somewhat adjusted to the changes brought about by the pandemic. From strict lockdowns to slow reopenings, many workforce...

Read More
COVID-19 Updates From Roomex

COVID-19 Updates From Roomex

06 November 2020 Hotel restaurant services available by hotel  Premier Inn: All restaurant services closed (in restaurant dining, takeaway breakfast,...

Read More
Roomex delivers competitive discounts through its Exclusive Roomex Rates and SaverPlus programmes

Roomex delivers competitive discounts through its Exclusive Roomex Rates and SaverPlus programmes

Creating time and cost savings for our customers is at the core of what we do here at Roomex. We proactively work with hotels and negotiate the best...

Read More
Tips for managing travel for a mobile workforce

Tips for managing travel for a mobile workforce

If you’re in charge of organising travel for your mobile workforce, your goal is simple. You need to book safe, clean, comfortable rooms for employees...

Read More
Why prepaid debit cards are the safer alternative to business credit cards

Why prepaid debit cards are the safer alternative to business credit cards

Business credit cards cut out the time and stress of reconciling your employee's cash expenses. They make it easy for teams to travel and pay for their...

Read More
Eville & Jones gains visibility into and control over their travel programme with Roomex

Eville & Jones gains visibility into and control over their travel programme with Roomex

Eville & Jones is committed to the safeguarding of public health and to maintaining the food supply chain through all of its essential activities while...

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McGettigan Hotel Group launches new 'Address' brand and releases Covid-19 Safety Program

McGettigan Hotel Group launches new 'Address' brand and releases Covid-19 Safety Program

The McGettigan Hotel Group have recently announced the rebranding of four of their hotels. The Address Collective is the new name, new look and new...

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10 Expense Policy Best Practices [+ Free Template]

10 Expense Policy Best Practices [+ Free Template]

Having a well-thought expense policy leads to a higher compliance rate, increased employee happiness, fraud reduction and overall time and money savings.

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Data consolidation across best in class suppliers lead CFO’s to most optimised spend management strategy

Data consolidation across best in class suppliers lead CFO’s to most optimised spend management strategy

As many organisations attempt to cut costs to offset flat revenues, it is imperative that they understand, and have a consolidated view, of all...

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Project based travelling made easier with new RoomexStay mobile app

Project based travelling made easier with new RoomexStay mobile app

We're all on the go these days (even if you haven't left home in days!) Whether you're working from home and running between Zoom meetings and helping...

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How to travel safely in Europe this winter amid COVID-19

How to travel safely in Europe this winter amid COVID-19

Over the course of the year we've somewhat adjusted to the changes brought about by the pandemic. From strict lockdowns to slow reopenings, many workforce...

Read More
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Thank you for submitting your email, one of our workforce travel experts will be in touch with you within one working day.

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20 October 2020

Travel Restrictions - Northern Ireland, Wales and Republic of Ireland

In light of the latest restrictions, please see below the latest information and resources regarding travel in Northern Ireland, Wales and Republic of Ireland.

Northern Ireland

Hotels, guesthouses and bed and breakfast establishments will only be able to operate on a restricted basis. Accommodation can be provided for those already resident; for work-related purposes; for vulnerable people; for those in emergency situations; and people unable to return to their main address. Hotels can continue to host blood donation sessions.

Food and non-alcoholic drinks can be provided to residents staying for permitted purposes, but bars will be required to close.

Useful Link: NI Direct Government Services

Wales

Are hotels allowed to open in Wales? No. Hotels are required to be closed.

However, a hotel which is closed can still provide specific services at the request of the Welsh Government or a Local Authority. Such services would primarily be for the provision of emergency accommodation for people who are homeless or key workers provided under contract to the Local Authority or a Health body. Measures must be in place to protect people from coronavirus.

Useful Link: Welsh Government

Republic of Ireland

Hotels, guesthouses and B&Bs may remain open, but only to support provision of essential services.

Hotel restaurants and bars. Take away food or delivery only.

Essential services:

  1. Agriculture, horticulture, forestry, fishing, animal welfare and related services
  2. Manufacturing
  3. Supply, repair and installation of machinery and equipment
  4. Electricity, gas, water, sewage and waste management
  5. Construction and development
  6. Wholesale and retail trade
  7. Transport, storage and communications
  8. Accommodation and food services
  9. Information and communications
  10. Financial and legal activities
  11. Professional, scientific and technical activities
  12. Rental and leasing activities
  13. Administrative and support activities
  14. Public administration, emergency services and defence
  15. Human health and social work activities
  16. Education
  17. Community and voluntary services
  18. Diplomatic missions and consular affairs

11 June 2020

Premier Inn launches CleanProtect, a new, enhanced hygiene promise

To ensure both guest and employee safety, the Premier Inn has teamed up with Diversey, a global leading cleaning and product supplier for the healthcare and hospitality industries to implement a rigorous daily cleaning regime across all their 800 properties in the U.K. and Ireland. All customer support staff at Roomex have been trained on these updates, and are free to chat through these initiatives with you. 

This programme that Premier Inn has implemented includes: 

  • Social distancing measures like Prespex screens and minimising contact at reception in place.
  • More frequent cleaning of high touch areas, and special attention to controls such as air conditioning and TV remotes in rooms.
  • Since they employ every member of their 9,000 housekeeping team directly, they are able to have better control of the standards. Management will be preforming additional room checks.
  • Linen will be laundered at over 60 degrees with disinfectant detergent and shower curtains will be replaced after every guest.
  • All team members have been provided face masks, gloves, aprons and hand sanitiser.

Read the full announcement here. 

27 May 2020

Hotels increase cleaning measures to ensure safe stays for guests 

Hotel chains large and small are stepping up to create a safer environment for those traveling during the pandemic. All hotels in our platform are abiding by the cleaning guidelines recommended by The WHO. Most have gone above and beyond to give travellers a piece of mind. 

  • Atlas Hotels (Holiday Inn Express) deep clean hotels daily and sanitize public areas every hour. They've implemented new social distancing screens and mats to ensure guest and staff safety. Learn more about the measures they have taken here
  • Penta Hotels have been carefully following safety guidelines as outlined by the WHO and have increased cleaning in common and guest areas. They've run training's for staff on how to protect against transmission, and have implemented procedures in case there is a suspected or confirmed case in one of their properties. 
  • Staycity Aparthotels are cleaning public areas multiple times each day and deep cleaning rooms and public areas. An interesting safety note was that they are leaving rooms empty for 72 hours between guests, then deep cleaning the rooms. For long stay guests, where the normal in-stay cleaning service is not available, they are offering a cleaning pack and room refills as often as required. Learn more about their detailed cleaning strategy here
  • Best Western has required all hotels to install protective barriers at reception and will clean the desk after each guest. They have provided a in-room text service to minimise visits to reception and the use of the phone. All key cards will be sanitized prior to check in, and will be handed to guests safely. They are disinfecting busy areas regularly throughout the day and deep cleaning rooms. They have removed unnecessary room elements, like bed scarves and  note pads and pencils. If possible, rooms will be left vacant for at least 24 hours in between guests- and over 72 hours if the guest was unwell. The cleaning team has been trained on a detailed and comprehensive new checklist to keep themselves and guests safe. 
  • Leonardo Hotels (Jurys Inn) have gone completely cashless and has added protective screens at reception. They've implemented deep cleaning protocols, frequently clean heavy trafficked areas, increased bedroom checks by senior management, and reduced printed materials in the rooms. Their staff has also taken part in trainings to ensure their safety and the safety of guests. Learn more about what they are doing to keep guests safe here
  • Roomzzz Aparthotels has created contact free check ins and conducted specialised training for all employees to increase staff knowledge on infection control and sanitation. They too have increased sanitation and cleaning, wiping down heavy trafficked areas multiple times a day and deep cleaning rooms. Learn more about the measures they have taken here
  • IHG Hotels now include visible verification of sanitized items (e.g. glassware, remote control) and reduced room furnishings. They've also implemented touchless transactions, sanitized key cards and promise deep cleaning on high touch surfaces displayed with 'last cleaned' charts. There is hand sanitizer, disinfectant, and wipes available in guest rooms. They are working with external specialist from the Cleveland Clinic to ensure best practices and define even better solutions for cleaning and safety during this time. 
  • Lindner Hotels have installed protective screens at check in and sanitize hotel keys prior to guest arrival. All staff is required to wear masks. All documentation in hotel rooms such as menus and TV programmes will be replaced between guests. All room service ordered will be delivered in single use containers. To increase their social distancing, they've asked guests to select an accurate check in time to avoid crowds at reception. Cash payments are no longer excepted. 

Reach out to your account manager for direct queries regarding upcoming stays in any hotel booked through Roomex. We will update this list regularly, so check back to find more information about cleanliness measures in hotels. 

28 April 2020

Roomex Key Worker Support Package sees increase in Hotel Partners

Since its launch, our Key Worker Support Package has helped provide relief and accommodation to thousands of key workers traveling during the pandemic. Every day we're adding new hotel partners to the initiative, and as of today we have secured 245 Key Worker rates across hotels in the U.K. and Ireland. 

Learn more about our Key Worker Support package here, or get in touch with our team here to get started. 

16 April 2020

Hotels now offering boxed and takeaway meals 

Hotels around the U.K. and Ireland have adapted to serve Key Workers better with grab and go breakfasts and room service dinners. Travelodge is now opening a breakfast box option available 24 hours a day at all open hotels including a muffin, cereal, a musili bar, and juice. 

Note that all Travelodge Key Worker hotels are bookable through Roomex right now, and all the other properties are open for future bookings for stays after 8 May, subject to change if travel restrictions are extended.

Remember that Roomex contacts every traveller and hotel prior to stay to ensure the traveler knows what to expect upon arrival. 

31 March 2020

Roomex launches a Key Worker Support Package, offering a customised hotel programme tailored by a dedicated account manager, special hotel rates, and new, free in-trip expense card (RoomexPay)

As the COVID-19 pandemic continues to spread, we rely on key workers to keep the country running. These heroes are caring for our families in hospitals, keeping the lights on in our homes, keeping our environments clean and keeping our shops stocked and operational.

At Roomex, we believe that the risks that these individuals are taking to keep us all safe are worth more than a simple thank you. We are honoured to work with those supporting our country in these trying times - and it’s our turn to support them.

Roomex is working with businesses, non-profits, and governments in some of the most affected areas to ensure that we reach COVID-19 responders who need accommodation away from home.

  • We have negotiated exclusive Key Worker Rates across the country that are available on your Roomex platform. Please ask us for the full list of hotels
  • We will work with you to provide a customised hotel programme based on your unique needs 
  • We are dedicating account managers to our customers that have Key Workers to ensure safety and peace of mind
  • As safety during this time is the most important, we ensure that all hotels that are offering this discount are cleaned to the standards recommended by the WHO 
  • Our team will assist you in drafting the required letter stating permission to travel that is required upon check-in at all hotels
  • We realise hotel expenses are only part of the overall requirement for you right now- so we are also offering RoomexPay free of charge as part of this Key Worker Rate package

If you're looking for support during this time, get in touch with our team at tryus@roomex.com 

Read More

30 March 2020
Travelodge to close hotels until 30 April 2020

Abiding by the new instructions by the U.K. government, Travelodge will temporarily close its hotels. However, some locations will remain open for critical and key workers. See the full statement here

25 March 2020

Premier Inn to close hotels until 30 April 2020

We have just received an update from Premier Inn that they have removed all of their hotels from sale up until 30th April 2020 in response to the government request to close all hotels.

For bookings on stays from 24th March - 31st May 2020

In order to comply with the latest Government guidelines if you have a stay in this period, please request a cancellation in your Roomex Platform. See below

For bookings on stays from 15th April - 31st May 2020

Based on the latest Government advice there is the opportunity to cancel bookings to obtain a full refund in your Roomex platform. The booking must be cancelled by 23.59 the day prior to arrival. See below

Alternatively, you can request to amend your booking. Please click on the ‘I want to amend this booking’ button to make your request to change dates.

How to cancel or amend a booking:

  • If you need to cancel a refundable booking, please log into Roomex, and click 'Bookings' at the top of your platform. To cancel a booking, click the three dots in the 'Action' column, and select 'Cancel'. Alternatively, cancel with the link on your voucher confirmation which is found just under the Terms and Conditions.  
  • If you need to cancel a non-refundable rate please log into Roomex, and click 'Bookings' at the top of your platform. To cancel a booking, click the three dots in the 'Action' column, and select 'Cancel'. Alternatively, cancel with the link on your voucher confirmation which is found just under the Terms and Conditions. A member of our Customer Success team will confirm your request ASAP. The booking must be cancelled the day prior to arrival.
  • If you want to amend a refundable booking please click on the ‘I want to amend this booking’ button to make your request
  • Please note that all refundable terms are set directly by the accommodation provider, Roomex cannot facilitate a refund on non-refundable reservations.

Please be advised that our Priority Support team is experiencing an unprecedented volume of queries and are working as best they can to get to every query as soon as possible.

Login to your platform 

23 March 2020

Travelodge to close restaurants 

Travelodge has announced also to close their restaurants this morning effective retrospectively from 20 March.

'In line with the government instruction and our commitment to the health and safety of all our customers and hotel team members, we’ve had to temporarily close our restaurants and bars at 22:00 Friday 20th March until further notice.'

20 March 2020

To ensure the fastest support:

To ensure the fastest response from our support team, if you're looking to change the date or cancel a booking please add the RX Number and the departure date in the email subject line with the words Date change or Cancellation. For example,



RX982130 - 23/3/20 - Date change 

Premier Inn to close restaurants

In response to government advice regarding social distancing, The Premier Inn has made the difficult decision to close all of their restaurants with effect from 21st March 2020 until further notice. However, their hotels currently remain open so your booking will not be affected and we will adjust the booking value accordingly.

19 March 2020

For all business travel during this time, please be advised to call the hotel in advance to ensure the hotel is fully operational. We are also in close contact with all of our suppliers and will continue to keep you updated.

18 March 2020

Over the last few weeks, both businesses and governments have come together to protect their employees and residents as the Coronavirus situation advances. Our hearts go out to all of our customers and their families that have been impacted by this virus - we’re all in this together.

For those that are still travelling, these times can be filled with uncertainty and fear. Like you - we’re constantly monitoring the situation and working with our customers to ensure that those who are travelling are safe. We’re here for you - no matter where you are, and no matter where this situation brings us. 

We will be continuously updating this page as a source of information on the current COVID-19 outbreak. Whether you need it now or later, it could be worth bookmarking. 

General Advice

As this situation develops on an hourly basis - it can be difficult to keep up. We are following the recommendations and guidance from the World Health Organization, (WHO) as well as the local governments of countries that customers are booking in. 

Useful links:

Travel FAQ’s

How to stay safe while travelling:

According to the WHO, hand washing (with soap and water or an alcohol-based gel) and social distancing are the keys to stopping the spread of Coronavirus. Avoid touching your eyes, nose, and mouth - and stay at least a metre away from others. When staying in hotels, keep the air conditioning to a minimum.

We also recommend calling hotels in advance of check-in to ensure the hotel is fully operational. 

What are hotels doing to keep guests safe? 

Hotels, of course, are playing their part - and a large number of our accommodation providers are following these steps:

  • Along with our usual cleaning protocols, Hotels are carrying out regular deep cleaning.
  • Providing hand sanitizers.
  • Holding thorough briefings with their customer-facing teams to ensure they are informed, ready for unfolding scenarios and taking preventative measure to help prevent the spread of COVID-19.

Roomex Platform FAQ’s 

Support Queries and Longer Wait Times 

Our Priority Support team is experiencing an increase in the volume of queries. They are working as best they can to get to every query as soon as possible. Please note that our accommodation providers and suppliers are also experiencing a larger volume of queries, impacting the time it takes us to best serve you.

The response time is naturally slower, but we want to assure you that we have increased the number of staff in Support to manage these queries and we will get back to you as soon as possible. 

If your trip is not within the next 7 days, please hold off contacting customer service so we can help those travelling immediately. We will get back to you as soon as possible after weighing the urgency. 

To ensure the fastest response from our support team, if you're looking to change the date or cancel a booking please add the RX Number and the departure date in the email subject line with the words Date change or Cancellation. For example,

RX982130 - 23/3/20 - Date change 

Amending Bookings

If you are making a booking or changing the date of your reservation we recommend booking a refundable rate. 

  • If you need to cancel a refundable booking, please log into Roomex, and click 'Bookings' at the top of your platform. To cancel a booking, click the three dots in the 'Action' column, and select 'Cancel'. Alternatively, cancel with the link on your voucher confirmation which is found just under the Terms and Conditions.  
  • If you want to amend a refundable booking please rebook with the new details on your platform, then cancel the original booking free of charge. 
  • Please note that all refundable terms are set directly by the accommodation provider, Roomex cannot facilitate a refund on non-refundable reservations.

Hotel updates 

Premiere Inn to close restaurants from 21 March

In response to government advice regarding social distancing, The Premier Inn has made the difficult decision to close all of their restaurants with effect from 21st March 2020 until further notice. However, their hotels currently remain open so your booking will not be affected and we will adjust the booking value accordingly.

Best practices 

Focus on Duty of Care 

If an employee has a problem while travelling, a lot of factors quickly come into play - from medical costs to repatriation. The first thing you’ll need to know is exactly where they are. Remember, in Roomex Analytics, you can quickly see where every employee is with our Duty of Care feature. You’ll find their contacts, location, and hotel, as well as any historical stays. Act fast, and stay calm - and know our customer care teams are also at the other end of the phone should you need us. 

Login to your platform and view you live Duty of Care map 

Remain flexible in the coming weeks

During these times more than ever, it’s important to read the terms and conditions of your bookings both on Roomex and on any other site that you use to book air and train travel. Sometimes the fine print can leave you without a refund or an alternative flight or train. As we’ve mentioned earlier this month, we’ve recently released hundreds of exclusive Roomex Rates into your platform. These rates are refundable and extremely flexible, with late check-ins and last-minute cancellations. Learn more about these exclusive Roomex Rates here

Based on our tracking, we’ve seen the price of hotels dropping at the moment, so if you are willing to take the risk, you could also focus on organising trips later in the year. Also, always check your Roomex platform if the room your booking is refundable if you’re unsure the project will proceed. 

Get in touch with our support team at:

  1. In your platform - by clicking on the blue chat icon on bottom left of the screen
  2. Email: priority@roomex.com  
  3. U.K.: +44 20 7183 7737
  4. Ireland: +353 1 2966275
  5. Germany: 0800-0003899
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COVID-19 Updates From Roomex

COVID-19 Updates From Roomex

06 November 2020 Hotel restaurant services available by hotel  Premier Inn: All restaurant services closed (in restaurant dining, takeaway breakfast,...

Read More
{}
Roomex delivers competitive discounts through its Exclusive Roomex Rates and SaverPlus programmes

Roomex delivers competitive discounts through its Exclusive Roomex Rates and SaverPlus programmes

Creating time and cost savings for our customers is at the core of what we do here at Roomex. We proactively work with hotels and negotiate the best...

Read More
{post_body={body={html=

If you’re in charge of organising travel for your mobile workforce, your goal is simple. You need to book safe, clean, comfortable rooms for employees scattered around the country while keeping in mind budgets, meals, parking, and late check-ins. Easy... right? 

Managing travel for the mobile workforce is not for the faint of heart - its' a difficult juggling act that moves fast, and changes often. We've been working with mobile workforce's that carry out project based work for years - and we developed Roomex to best suit their needs. 

Roomex offers one centralised platform to help you manage mobile workforce travel

1. Relevant properties at discounted prices to keep you within budget

We know what kind of properties you're looking for when managing mobile workforce travel. We have the largest selection of 2-3 star properties, aparthotels, hundreds of Exclusive Roomex Rates, plus 2,500 additional UK discounted rates with Saver+ to keep our prices as low as possible. Plus, you're assigned an account manager who can source locations or specific hotels that you don't see on your platform. 

We've also added a new feature called RoomexClean that informs users of individual hotel safety measures at a glance. We have a specific icon that appears in accommodation results indicating that we have personally confirmed that the hotel they are booking meets or exceeds the cleaning stands as recommended by the World Health Organisation.

RoomexClean-1

2. Detailed analytics software to assist decision making

Roomex Analytics brings full visibility and control into the often disorganised world of managing travel for the mobile workforce. It gives you an easy way to break down spend, find savings, and pull reports. At a glance you're able to find out:

  • Total hotel spend
  • Total savings
  • Total number of room nights
  • Policy compliance rate
  • Top hotels, bookers, and travelers

Our goal is to create an easy way to look into costs, while identifying new ways to save. 

banner1

3. Live duty of care map to ensure everyone is safe and looked after

Its common for businesses to book mobile workforce travel with multiple bookers through various leisure sites. But- this makes it difficult to keep track of past, present, and future trips. Now, more than ever, keeping track of where your employees have traveled to is important, should another outbreak occur. 

Our centralised system makes it easy to book and subsequently manage bookings and guest information, so its fast and easy to look up historical and future reservations should you need to reach your employees.

duty of care map

4. Group booking service from our experienced team

Business travel has changed a lot this year- and managing project bookings and long term stays have as well. Our hotel experts have been reacting to the changes that the travel industry has undergone over the last few months - and have been making project bookings on behalf of front line staff and key workers.

They will help you source, negotiate, and book both bedrooms and meeting rooms that best suit your needs - saving you time and money.

  • We promise a one-hour response time to your inquiry
  • Our Group Booking Manager will ensure all details of your group booking are met and the hotel is ready for your arrival
  • We also facilitate special requests such as meeting rooms, project bookings, meal services and meeting supplies such as projectors and computers.

5. Hotel confirmations and late check ins

Whether your staff are working roads, sites or in plants, many projects take place out-of-hours. Your employees mightn’t check in until the early hours of the morning. Through Roomex, you can secure off-peak check-ins. Our hotel support experts will also confirm this during their reservation checks, meaning you’ll never have to deal with late-night troubleshooting again. 

6. Meal allowances and prepaid credit cards to keep in trip expenses organised 

Securing accommodation isn't the only focus of those managing mobile workforce travel. Accounting for the payment of parking, food and general expenses can be difficult and involve multiple departments. We have a few solutions for managing these expenses and our team can recommend and guide you to the one that best works for your company's needs. 

We offer meal allowances for food at the hotel booked that can be added and paid for with your accommodation. This is a good option for those managing contractors.

RoomexPay is our complete expense management system. It offers a suite of prepaid debit cards, a mobile app, and a web console to provide the complete, end to end, spend management solution. Learn more about RoomexPay and this option here. 

Group 1448

Get in touch with us to learn more about how Roomex can help you manage travel for your mobile workforce

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Thank you for submitting your email, one of our workforce travel experts will be in touch with you within one working day.

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Tips for managing travel for a mobile workforce

Tips for managing travel for a mobile workforce

If you’re in charge of organising travel for your mobile workforce, your goal is simple. You need to book safe, clean, comfortable rooms for employees...

Read More
{post_body={body={html=

Business credit cards cut out the time and stress of reconciling your employee's cash expenses. They make it easy for teams to travel and pay for their expenses without paying out of their own pockets. 

Companies often use business credit cards to reduce the need for petty cash, cut the amount of individual reimbursements, and allocate spend faster with a monthly statement. 

But, business credit cards don't give companies full control and visibility over employee spend

Sure they give more visibility into spend than cash, but they open the gateway for employees to exceed  budgets, exceed card limits, or in some cases, commit expense fraud. It's difficult to maintain full control on spend, and achieve real time visibility into who is spending what when it's not done in real time. Reconciliation also can create issues when matching expense reports to credit card statements. 

But, now there is a new kid on the block that sits in between cash and corporate credit cards, the prepaid debit card.

Whether you call them prepaid debit cards, prepaid company cards, or company spending cards - they essentially all refer to the same thing. They are an alternative to business credit cards that act similar to a rechargeable gift card. 

How do prepaid debit cards work?

Simply put, you give a card to an employee or department, load it up with however much money they require, and set limitations to control their spending. Employees then use cards to make purchases. Cards are then be topped up daily, weekly, monthly, or quarterly, and frozen and cancelled within seconds. From the back office end, you're able to get real time visibility into all transactions and make better cost saving decisions. 

The main difference in how they work? It's not a credit line you're receiving with a prepaid debit card, instead its direct money paid via bank account.

What are the benefits of prepaid debit cards for businesses?

  • Real time visibility into each transaction
  • Personalisation when you can set individual, team, or department spending limits 
  • Analytics as spend happens
  • Integrated app and web console to monitor and track each transaction  
  • Simple to categorise each purchase within the app, saving time on reconciliation later 
  • Seamless reconciliation 
  • Safer than credit cards because they are closely monitored and only have limited funds allocated 

Prepaid company cards work for both Enterprise businesses and SME's to provide control, safety, freedom, and visibility into their expenses. 

Control

Not only can you control the exact amount on each card at any time, you can control how often they are topped up and freeze them off and on if needed. With a company credit card your only way of creating control is through the limit. 

Safety 

No paperwork, false claims, or manual errors when you control the entire expense process. Reduce risk by eliminating the possibility of bogus claims and corporate card overspend. After every purchase, use the app to take a picture and categorise the purchase, leaving less room for error or fraud.

Freedom

Employees no longer have to worry if they are spending withing their expense policy or daily limits. Nor do they have to pay out of pocket and await a sometimes lengthy reimbursement process. With instant notifications to the main office, they have the ability to request top-ups while on the road or cancel or freeze a card should a problem arise.

Visibility 

Prepaid debit cards offer real time transaction updates -  within seconds you have complete oversight to what was purchased, by who and what category it falls into. This makes it easier to prepare budgets, forecast, and reallocate funds.

RoomexPay offers a suite of prepaid debit cards, a mobile app, and a web console to provide the complete, end to end, spend management solution

Get in touch with our sales team today to learn more about the benefits of prepaid debit cards for companies and RoomexPay 

 

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Why prepaid debit cards are the safer alternative to business credit cards

Why prepaid debit cards are the safer alternative to business credit cards

Business credit cards cut out the time and stress of reconciling your employee's cash expenses. They make it easy for teams to travel and pay for their...

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Eville & Jones gains visibility into and control over their travel programme with Roomex

Eville & Jones gains visibility into and control over their travel programme with Roomex

Eville & Jones is committed to the safeguarding of public health and to maintaining the food supply chain through all of its essential activities while...

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The McGettigan Hotel Group have recently announced the rebranding of four of their hotels. The Address Collective is the new name, new look and new standard for The North Star Hotel, The Address at Dublin 1, KingsWood Hotel and the Ambassador Hotel Cork. They have all gone through significant enhancements to their hotel facilities and the guest experience. (Click here for more information.) 

As well as the announcement of their new branding, The Address Collective have implemented a new COVID-19 Safety Program which involves a wide range of protocols and systems that will ensure as much as possible, that their guests will have an enjoyable and safe visit at their hotel. They are actively monitoring COVID-19 updates from the World Health Organisation and will continue to respond on the best advice of the H.S.E, Irish governments, public health authorities, and medical professionals. All of their hotels have been awarded the Failte Ireland Safety Charter. 

At the end of June we brought you our newest feature, RoomexClean, signaling we've confirmed that hotels has met or exceeded the standards as set out by the World Health Organisation and The Address Collective are the latest chain to have their hotels tagged in the Roomex platform. 

The Address Collective

Check out their safety measures that will give you confidence and reassurance as you start travelling again 

Hygiene

  • We have increased our vigilance in public areas and our accommodation team are sanitising all public areas once an hour, every hour.
  • We use disinfectant products that are proven to be effective against Covid-19.
  • Sanitising stations at key touch throughout the hotel, with alcohol-based hand sanitiser provided.
  • Additional cleaning of frequent touch-points. We have introduced thorough systems of sanitisation to ensure, as much as possible, that these areas are safe.
  • Sanitized key card.
  • Guests can request a face mask if desired.
  • Our spacious public areas will be thoroughly cleaned continuously throughout each day.
  • After each room is cleaned thoroughly and key touchpoints are sanitised, we will fog the room with a special device that deals very effectively with viruses and other air and surface contaminants.
  • We have taken steps to improve air circulation processes to increase air quality.
  • We wash all linens at a high temperature for optimal disinfection.
  • Full procedure for sanitising all hotel bedrooms after guest departure has been put in place (for example: all touch points such as handles, doors, remote controls, telephones etc).

Social Distancing

  • We have introduced minimum contact check-in and check-out.
  • Please observe 2m floor markings provided.
  • Protective screens are provided at reception desks
  • You will have the option of using the lift or staircase to access your bedroom. Strict protocols on lift usage will be displayed on each floor.
  • Your card will be charged at check in for the cost of your stay.

Food and Beverage

  • Breakfast available daily and a continental option can be delivered to your room.
  • Contactless room service is available daily.
  • All serving staff to be issued with facemasks.
  • Redesign dining area seating arrangements to ensure 2 meter distancing between tables.
  • Service of all food and beverages respecting strict food safety procedures.
  • In room dining options are available.

Training 

  • All employees have received a comprehensive hygiene and prevention training program.
  • We administer temperature checks for team members at the start of their shift.
  • We have provided team members with personal protective equipment.

Learn more about what The Address Collective are doing to keep you safe and about our new RoomexClean feature by reaching out to your Account Manager or talking to our sales team.

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McGettigan Hotel Group launches new 'Address' brand and releases Covid-19 Safety Program

McGettigan Hotel Group launches new 'Address' brand and releases Covid-19 Safety Program

The McGettigan Hotel Group have recently announced the rebranding of four of their hotels. The Address Collective is the new name, new look and new...

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Having a well-thought expense policy leads to a higher compliance rate, increased employee happiness, fraud reduction and overall time and money savings.

Expense policies are just one part of businesses expense management practices. 

What is an expense policy?

Put simply, it’s a set of rules and guidelines that specify how your employees can spend company money. 

Why are they important?

Thoughtfully written expense policies keep everyone on the same page when it comes to spending, reducing the chance of fraud saves the company money, while increasing productivity.

Expense policies should be simple, transparent, and trust evoking. They should be documents of empowerment, not restriction. It’s not a list of things you can’t do but a guide for employee decision making around spend. 

10 best practices to consider when writing your expense policy:

1. Be fair and transparent

If your employees see your policy as fair, they will be less likely to break it. At the end of the day, these employees are travelling on behalf of the company and should be able to claim reasonable expenses. An employee shouldn’t spend hours finding a hotel within limits for a last-minute trip or go hungry if they fear they don’t have enough for a cup of tea and dinner later. 

2. The same rules apply to all

If managers can behave in a different way than their employees it creates tension on teams. Research shows that managers are more likely to go out of policy yet are half as likely to get rejected for that out of policy claim. A policy is only fair when everyone plays by the same rules. 

3. Be flexible

The goal isn’t just to cut costs - it’s to ensure employees are well looked after and productive while travelling. Sometimes employees are forced to go out of policy, and it’s not always a bad thing. If you’re too strict it can drive resentment and employees can look to bend the rules. 

4. Go with a localised approach 

It’s recommended to have different policies in place depending on the location. It costs more in London than in Birmingham and your expense policy should reflect that. 

5. Get feedback from your employees

They are the ones travelling right? See what their pain points are, what they like about the current picture, and how you can improve. Not only does this create a better policy, but it creates ownership. Getting buy-in from managers also helps to ease implementation and adoption. 

6. It should be simple yet specific

No. More. Jargon. The goal is to show the employee how they can spend company money, not educate them in law. The policy should be specific in what they can and cannot spend on to eliminate any confusion. For example, ‘Laundry services are not included’ or ‘Dinner should not exceed £X.’ The easier the rules are to remember and read, the more likely they will be followed.

7. It should be easy to find 

Sounds basic, but make sure employees know where to reference the policy while on the go. It’s best practice to offer expense policy training while employees are onboarding. 

8. Documentation is required

If you’re using traditional expense management methods this is very important. Let your employees know what type of receipt and the date it’s accepted until they need to attach to their expense report. For an automated system, it’s much easier, however, it still needs to be addressed. For example, if a picture is required of the receipt or if the employee must select the category of the purchase. 

9. Reimbursement is clear

There should be very specific language for those that do not use prepaid company cards with employees paying out of pocket. Let your employees know when they will be paid back and how. 

10. It should integrate with your current systems 

As we’ve mentioned, it’s best to have a real-time modern expense management platform. The perfect opportunity to put its bells and whistles to work is to include your expense policy right within the platform. Then the direction outlined in your expense policy document shows up throughout the steps of making a purchase, approving, and recording receipts. 

We’ve created a sample expense policy to guide you as you draft yours. Note, this policy assumes you’re already using or are switching to a modern expense management platform such as RoomexPay. It should be used as a guide. 

Expense Policy Template

Our sample expense policy is extremely detailed, use only what is relevant to your business. We also reference our accommodation management platform RoomexStay. If you do not use this product to book accommodation, be sure to add in your travel booking policy. 

Click here to download your expense policy template 

 

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Thank you for submitting your email, one of our workforce travel experts will be in touch with you within one working day.

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10 Expense Policy Best Practices [+ Free Template]

10 Expense Policy Best Practices [+ Free Template]

Having a well-thought expense policy leads to a higher compliance rate, increased employee happiness, fraud reduction and overall time and money savings.

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As many organisations attempt to cut costs to offset flat revenues, it is imperative that they understand, and have a consolidated view, of all corporate-level spending.  A consolidated view of spend data allows an organization to better negotiate with key suppliers by comparing their spend to industry benchmarks. 

Finance teams carry the responsibility of understanding all aspects of the business. During downturns, they must be able to identify and forecast what costs, if cut, would be the least likely to negatively impact revenue generation in the future.  The challenge for many CFOs is gaining visibility, followed by the control over many hidden costs.  

Data is often fragmented, making it hard to gain full visibility and make cost-saving decisions

Typically, executives can view only a fraction of spend with their suppliers. An accurate and complete view of data would deliver the agility and actionable insight that could enable businesses to create successful cost reduction strategies while gaining competitive advantages.

Accurate visibility of spend management data is the key to unlocking the cost cutting questions.  Nearly 90% of companies still use basic spreadsheet applications as their primary analysis tools, limiting the breadth and sophistication of analyses that can be executed. These issues lead Aberdeen Research to estimate that inadequate spend data management capabilities are costing businesses $260 billion dollars in missed savings opportunities annually.

 A refined spend management strategy can unlock trends and highlight costs

Spend management is a process of collecting, collating, maintaining, categorising, and evaluating spend data to reduce procurement costs, improve efficiency, monitor and control workflows, and regulate compliance.

Spend management affects and manages various activities across the procurement cycle. It includes requisition processing, budgeting, planning, supplier management, contract management, inventory management, sourcing, and product development. Every organisation, regardless of their size and type, needs to have an efficient spend management process that gives them visibility and control over all costs.

Business and Travel expenses are a good example of a category that many organisations often fail to intelligently manage because of a lack of a clear spend strategy and suitable tools (technology) that will provide the necessary data.  And, it is often the category where significant savings can be easily found if a consolidated view of data can be achieved.

"CFOs are concerned about consistently managing spending across the enterprise, which includes visibility across diverse ERP and best-of-breed solutions and all spending categories (eg, travel).” according to META Group analyst John Van Decker.  

Reduce costs and increase your organisation’s competitive position with a closed-loop lifecycle process

Developing a closed-loop lifecycle process brings data from all stages of the lifecycle to be consolidated, optimised and ultimately reduced.

Take the example of travel and expenses (see graph below), this lifecycle process would facilitate working with best in class suppliers for each element of a trip, developing a consolidated view of the spend data which would in turn allow you to drive incremental improvements in supplier relationship management (cost reductions) and ensure cross-discipline alignment (company or department focused spend policies).  It is only when you have this visibility of spend that you can get control of it and in turn, reduce it.

future of trave;

If we look closer at travel in the context of a closed-loop lifecycle; corporates have tended to turn towards one single provider to manage all aspects of travel in recent years.  Flights, hotels – national and international in addition to the other component parts. But how relevant is this when flights are not being booked, leaving domestic hotel spend attracting blanket fees where the service requirement is lower. 

As companies drill down on costs they are looking beyond legacy TMCs, and breaking out each stage of the journey e.g. train, taxi, petrol, accommodation, meals as unique components that can be optimized from a financial and operational point. The solution still needs to jigsaw together for user experience and simplicity, it’s not the same puzzle any more. 

The value of traditional TMC’s is becoming less clear as international travel struggles.  Annual sourcing programmes (that often attract service costs), are being reviewed. What’s the ROI on sourcing now and how to maximise that.  With a global recession looming, the demand pattern of the specific company in question is much more relevant.

Blending a more efficient sourcing programme with tailored consortia rates and a wide base of supply makes more sense given the evolution of BAR over the last 4 months. There are significant savings to be made by obtaining a per trip cost rather than getting locked into an annual rate.

By working with the best-in-class provider for each stage of the trip, unique savings can be negotiated directly with each supplier, fees can be eliminated and with consistent spend policies followed by staff, immense savings and operational efficiencies can be found.  Without these direct relationships with suppliers how do you really know you are getting the best rate.  

Rather than handing over control of spend management to one single provider, companies can gain control and greater visibility of cost through focused trip management. Smarter technology will save a company hours of time by using best of breed for search, book and pricing, and centralizing payment, reporting and analytics which is what is most needed.

To drive down costs in the months ahead accurate analytics and real visibility will allow control of spend, and result in an intelligent and optimized spend management strategy.

Learn about how Roomex brings together fragmented data creating visibility into total travel spend. 

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Thank you for submitting your email, one of our workforce travel experts will be in touch with you within one working day.

, response_type=inline}, path=@hubspot/form, widget_name=Form, definition_id=null, wrapping_html=, module_id=1155238, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={follow_up_type_simple=boolean, form_follow_ups_workflow_id=workflow, notifications_override_email_addresses=email, form=form, follow_up_type_automation=boolean, simple_email_for_live_id=followupemail, notifications_are_overridden=boolean, title=text, sfdc_campaign=salesforcecampaign}, extra_classes=widget-type-form, type=module, tag=module, smart_objects=[]}, css={}, child_css={}, id=module_157061769099736, name=module_157061769099736, type=module, order=8, label=Form, smart_type=null, styles={}, module_id=1155238}}
Data consolidation across best in class suppliers lead CFO’s to most optimised spend management strategy

Data consolidation across best in class suppliers lead CFO’s to most optimised spend management strategy

As many organisations attempt to cut costs to offset flat revenues, it is imperative that they understand, and have a consolidated view, of all...

Read More
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We're all on the go these days (even if you haven't left home in days!) Whether you're working from home and running between Zoom meetings and helping your kids with their homework, or between cities working on job sites - sometimes, work needs to get done during these short intervals. 

We want to better accommodate Roomex to your on the go lifestyle, so we're bringing it to your mobile phone.

Get a seamless experience when making a booking or looking for support from the road, while walking the dogs, sitting in the park, working at the construction site, sitting on the beach - or anywhere life may lead you. 

app pic

Benefits of using the RoomexStay mobile app

  • Make last minute bookings whilst on the road from your phone
  • More streamlined ability to search and book accommodation on mobile
  • Check up on upcoming bookings 
  • Find bookings for travellers you're responsible for
  • Amend bookings 
  • Add an extra night to your stay while you're already on site
  • Easily reach out to our support team through mobile chat
  • Quickly make a booking if you've received a request out of hours, like on the weekend

Downloading the app is fast and easy.

For Android Users:

  1. Login to your Roomex platform on your mobile phone or by going to Roomex.com in a mobile browser and click the three lines in the top right of the homepage and select ‘Login.

    You can also scan this QR code with your phone camera if you're on the computer, just make sure you’ve turned on the lens setting for QR codes. Then type in your login credentials.
    QR code roomex login
  2. Add Roomex to your 'Home Screen' When you reach the login page (not roomex.com homepage) and fill in your information, you'll see the prompt 'Add Roomex to your Home screen' at the bottom. Once clicked, you'll be prompted to confirm you want to 'Add' the app. If your phone does not automatically prompt the download, click the arrow bar in your URL to do so. 
    roomex app set up android-1
  3. Success! You'll now find the app on your mobile device. Once you click it, you'll see the usual Roomex booking flow you're used to, just optimised for your device. 

For iPhone users:

  1.  Login to your Roomex platform on your mobile phone by going to Roomex.com in the Safari browser and clicking the 'Login' link in the top right of the homepage. Or, take a picture of this QR code with your phone camera if you're on the computer. Then type in your login credentials.
    QR code roomex login
  2. Add RoomexStay to your home page, When you reach the login page and fill in your information, click the icon at the bottom of the screen that looks like a square and an arrow to add Roomex to your home screen. Once clicked, select ‘Add to Home Screen’ in the list below, and confirm by selecting ‘Add’ as outlined below.

    Download the App iPhone
  3. You'll now find the app on your mobile device. Once you click it, you'll see the usual Roomex booking flow you're used to, just optimised for your device. If you have any trouble downloading the app or using it, please reach out to your account manager.

Not a Roomex customer yet? Well, get in touch with our accommodation experts today by reaching out here. 

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Thank you for submitting your email, one of our workforce travel experts will be in touch with you within one working day.

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Project based travelling made easier with new RoomexStay mobile app

Project based travelling made easier with new RoomexStay mobile app

We're all on the go these days (even if you haven't left home in days!) Whether you're working from home and running between Zoom meetings and helping...

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