The Roomex Blog

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.

Read More
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...

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
Jurys Inn & Leonardo Hotels introduce a Stay Safe, Stay Healthy plan in response to COVID-19

Jurys Inn & Leonardo Hotels introduce a Stay Safe, Stay Healthy plan in response to COVID-19

Jurys Inn and Leonardo Hotels have implemented new cleaning protocols to keep both guests, staff, and the community safe amid the pandemic. The company...

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
How finance teams will get control over all travel expenses from parking to meals as companies resume business travel

How finance teams will get control over all travel expenses from parking to meals as companies resume business travel

Travel's starting to pick up again - but the same issues for finance teams remain - gaining visibility and control over the complete spend. 

Read More
Introducing RoomexClean, our newest feature that informs users of individual hotel safety measures at a glance

Introducing RoomexClean, our newest feature that informs users of individual hotel safety measures at a glance

Roomex users will see a new icon in their accommodation results indicating that we have personally confirmed that the hotel they are booking meets or...

Read More

Best Western Hotels & Resorts launches new cleaning programme, Hotels that Care

Best Western is the most recent hotel chain to expand its cleaning protocols due to the impacts of COVID-19. 

Read More
Ensuring the safety and wellbeing of employees as they begin travelling again

Ensuring the safety and wellbeing of employees as they begin travelling again

No matter what industry you’re working in, where you’re living or where you’re going, you have one main concern. Safety. The Coronavirus pandemic has...

Read More
COVID-19 Updates From Roomex

COVID-19 Updates From Roomex

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...

Read More
{post_body={body={html=

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 

 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null, styles={}}, name={body={title=10 Expense Policy Best Practices [+ Free Template]}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, styles={}, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, styles={}, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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}}
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.

Read More
{post_body={body={html=

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. 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null, styles={}}, name={body={title=Project based travelling made easier with new RoomexStay mobile app}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, styles={}, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, styles={}, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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}}
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...

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

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null, styles={}}, name={body={title=Tips for managing travel for a mobile workforce}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, styles={}, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, styles={}, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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}}
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=

Jurys Inn and Leonardo Hotels have implemented new cleaning protocols to keep both guests, staff, and the community safe amid the pandemic. The company has worked with the Environmental Health Organisation and took advice from the WHO when creating their most recent cleaning plan. They are also working in partnership with Ecolab on recommended cleaning products and protocols to enhance their cleanliness standards within all areas of their hotels. 

Find Jurys Inn and Leonardo hotels tagged with our new feature, RoomexClean, signaling we've confirmed that hotel has met or exceeded the standards as set out by the World Health Organisation. 

jurys inn clean

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

Hygiene

Hygiene has always been rigorous at their hotels and they are taking additional steps so you can be confident of your safety.

  • They have worked alongside the Environmental Health Organisation (EHO) to develop best protocols & standards which will be implemented across all hotels
  • Their hotels use Ecolab Pro anti-viral cleaning products which are proven to kill coronavirus
  • They have Sanitising Stations in key areas such as lobbies, receptions, lifts and back of house. They advise that guests make use of these stations when moving around the hotel
  • Increased the cleaning of frequently touched items and surfaces in bedrooms & meeting rooms
  • Increased bedroom & meeting room checks by Senior Management
  • Our food menus can now be viewed online whilst providing a limited 24hr room service (tray collection service)

Social Distancing

Keep everyone safe by continuing to Social Distance. Please allow 2m (6ft) distance between yourself and other people. In their hotels they are practicing social distancing by:

  • Operating a minimum touch check-in and check-out to limit the amount of close contact within the hotel

  • 2m floor markings in reception - hotels have spacious ground floor footprints, on average 700sqm to easily facilitate social distancing

  • They have protective screens at all reception desks in order to protect staff and guests

  • They are encouraging guests to use stairwells as an alternative to the lifts to access bedroom & meeting rooms Lift protocol in place, tailored by hotel and its configuration

Cashless Operation

All hotels will be operating as a Cashless operation, this will include food and beverage departments.

  • They accept all major credit and debit cards

  • They will charge your card on check-in for the cost of your stay

  • Any additional costs during your stay will be charged as consumed

Food and Beverage

They are operating a reduced Food and Beverage offering. A welcome letter in each bedroom will include the full details.

  • All menus are now available to view online
  • Breakfast is available daily as a continental option delivered to your room
  • Contactless room service is available daily
  • We have appropriate & hygienic delivery methods in place for our food & beverage offering

Training 

Training is always ongoing & an upmost priority for our teams.

  • They have worked alongside the Environmental Health Organisation (EHO) to develop the best protocols & standards for housekeeping and employee training
  • All employees have received additional training on how to keep you and themselves safe. This will be reflected in how they interact with you during your stay

Learn more about what Jurys Inn & Leonardo Hotels 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.

 

 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null}, name={body={title=Jurys Inn & Leonardo Hotels introduce a Stay Safe, Stay Healthy plan in response to COVID-19}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, banner_image={size_type=auto, src=https://f.hubspotusercontent40.net/hubfs/2029395/Blog%20Images%202019/jurys-thumb.gif, alt=jurys-thumb, width=664, height=322, max_width=664, max_height=322}, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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, module_id=1155238}}
Jurys Inn & Leonardo Hotels introduce a Stay Safe, Stay Healthy plan in response to COVID-19

Jurys Inn & Leonardo Hotels introduce a Stay Safe, Stay Healthy plan in response to COVID-19

Jurys Inn and Leonardo Hotels have implemented new cleaning protocols to keep both guests, staff, and the community safe amid the pandemic. The company...

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 to 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 

 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null, styles={}}, name={body={title=Why prepaid debit cards are the safer alternative to business credit cards}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, styles={}, module_id=24438931021}, module_155931309253834={body={alternatives=[]}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, styles={}, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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}}
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
{module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, module_id=24438931021}, module_155931309253834={body={wrap_field_tag=div, path=/Roomex/Modules/Blog Language Switcher, alternatives=[], widget_name=Blog Language Switcher, definition_id=null, wrapping_html=, module_id=8085705, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={alternatives=group}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=10, label=Blog Language Switcher, smart_type=null, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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=7, label=Form, smart_type=null, module_id=1155238}, name={body={title=How finance teams will get control over all travel expenses from parking to meals as companies resume business travel}, id=name, name=name, type=text, label=Title}, post_body={body={html=

Travel's starting to pick up again - but the same issues for finance teams remain - gaining visibility and control over the complete spend. 

As we complete our fourth month of lockdown - we've begun to adjust to our new 'normal.' Every team at most companies shifted their focus seemingly overnight, but those in finance in particular have risen to the occasion. You've rewritten budgets and maintained effective internal controls to stabilize your company, all while learning how to work with your team remotely. Now, as travel resumes, many are taking a tabula rasa or blank slate approach to managing travel. 

The majority of CFO’s and finance teams don’t place controls around business travel- yet it can account for up to 10% of their total operating expenditure.

We're all looking to run leaner businesses during and post pandemic, while looking after our staff in the best way possible. Here at Roomex, we've been listening to your concerns as you get back on the road through recent surveys and conversations with customers. Many worries from the travel perspective were around cost, safety and hygiene in hotels and while travelling. From the finance perspective its all about gaining visibility and control over all spend - so you can make cost saving decisions that are backed by data. 

As your team begins to travel again, let's look into how they can stay safe while making payments, while you gain visibility and control over spend. 

When people are travelling for work amid the pandemic, it's all about getting from Point A to Point B safely, and that often includes the need to pay for petrol, parking, food, or airport transfers. We introduced RoomexPay as a safe way to pay and manage these expenses

RoomexPay suite (1)
With RoomexPay, your employees on the road each have a card and virtual card on their mobile phones with a set amount in their 'wallets' to spend according to their needs. This amount is controlled by the finance or procurement team back at the office. Those travelling don’t need to access the main account and don’t have to involve your finance department in the process.

img_laptop_dashboardOur goal with this product is to create a seamless user experience for both the back office and the traveller - and we promise to roll out everything to your team remotely and easily, without any complicated procedures. 

roomexpay_anim


Using RoomexPay to pay for meals 

As some restaurants have had to close the kitchens or reduce operations to take away only, many workforce travellers have found difficulties finding a safe place to eat. 

RoomexPay cards not only work in all hotels, but can be used with Deliveroo, Uber Eats and Just Eat as well as in physical restaurants. The cards ensure you never leave your employees out of pocket and give them peace of mind by not using cash and paying without contact.

Safely pay for parking, petrol, and airport transfers with RoomexPay

The majority of companies don't project or account for the correct amount spent on business travel. Things like parking and airport transfers typically add to this grey area. RoomexPay keeps track of all in trip expenses for the back office, and keeps travellers safe with contactless payment and never leaves them
out of pocket. Users simply tap at the pump or parking console to complete payment, and can later select a category and snap a picture of the receipt. 

Get in touch with one of our travel experts to learn more about RoomexPay here and ways it will give you control and visibility of all travel expenses

 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}}
How finance teams will get control over all travel expenses from parking to meals as companies resume business travel

How finance teams will get control over all travel expenses from parking to meals as companies resume business travel

Travel's starting to pick up again - but the same issues for finance teams remain - gaining visibility and control over the complete spend. 

Read More
{post_body={body={html=

Roomex users will see a new icon in their 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.

Our customers will be able to click on the new icon and see a detailed report on what measures the hotel has implemented to ensure both guest and employee safety. 

Since the start of March, we’ve gone back to the drawing board and rewrote our product road map with one focus - customer safety. This pandemic has re-ranked what we value as important when travelling for work and your Roomex platform reflects that. 

As always, our customers are our ‘North Star’ guiding us on what to focus on creating and developing next. Our most recent update was a result of direct customer feedback. 

What’s on most of our customer’s minds as they consider returning to travel? 

Exactly ⅓ of all respondents to our recent survey agreed that their biggest concern was hotel cleanliness, followed by 20% stating that hotel facilities were their biggest worry.  The majority of workforce travellers stated they have no concerns in travelling again, with 54% of people responding with an answer of 7 or above on a scale of 1-10. 

For those key workers that had been travelling throughout the pandemic, they shared their biggest concerns.  The most common concerns were fears over the rooms not being cleaned adequately, no use of restaurants, and general hotel availability being sparse. 

RoomexClean will give travellers and bookers peace of mind and ensure safe and clean accommodation 

We want to make you feel safe as you get back on the road. We understand your fears, hesitations, and concerns. Which is why we directly responded to your biggest concerns with RoomexClean. 

Login to your platform to check out RoomexClean

All properties on our platform are following the cleaning standards as recommended by the WHO, and many have committed to going above and beyond these standards to ensure both guest and employee safety. Our new safety icon is displayed when we’ve talked individually with that chain to confirm their hygiene measures and their updated food and beverage offerings.

RoomexClean-1

All users have to do is click on the icon 'Food & Hygiene' (pictured) and information on the hotel, their promised cleanliness measures, and what should be expected at check-in will be displayed. 

Here are some of the hotels that have already been added to RoomexClean (with new ones being added daily!) 

  • GLH Hotels
  • Premier Inn
  • Travelodge
  • Best Western
  • Atlas Hotels (Holiday Inn Express)
  • Dalata (Clayton Hotels, Maldron Hotels)
  • Leonardo Hotels (Jurys Inn)
  • Hilton Hotels
  • Marriot Hotels 
  • IFG Hotels
  • Lindner Hotels
  • Penta Hotels
  • Roomzzz Aparthotels
  • Staycity Aparthotels 
  • Accor
  • B&B Hotels
  • Club Quarters
  • Galway Bay Hotel 
  • Kew Green

What are these hotels doing to keep you safe? Well, here’s a summary: 

Hotels have stepped up to ensure both guest peace of mind and safety. Our participating hotels have committed to some or more of the below to increase safety:

  • Daily deep cleans in public, heavily trafficked areas
  • Sanitised key cards 
  • Adding protective mats and screens at reception
  • Meal services offered as room service or takeaway in disposable, single use containers
  • Leaving rooms empty between guests for 72 hours
  • Running training for all staff members to educate them on best safety practices
  • For long term stays - offering cleaning bundles to guest
  • Removing unnecessary room elements like bed scarves, menus, and note pads
  • Going completely cashless or contact free at check in 
  • In- room text services to minimise visits to reception and use of phone 

Interested in learning more about the RoomexClean feature? Get in touch with your account manager, or reach out to one of our travel experts today.

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={tag=boolean, type=boolean, value=false, export_to_template_context=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null, styles={}}, name={body={title=Introducing RoomexClean, our newest feature that informs users of individual hotel safety measures at a glance}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, styles={}, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, styles={}, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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}}
Introducing RoomexClean, our newest feature that informs users of individual hotel safety measures at a glance

Introducing RoomexClean, our newest feature that informs users of individual hotel safety measures at a glance

Roomex users will see a new icon in their accommodation results indicating that we have personally confirmed that the hotel they are booking meets or...

Read More
{post_body={body={html=

Best Western is the most recent hotel chain to expand its cleaning protocols due to the impacts of COVID-19. 

Best Western is one of our largest hotel partners - and a partner on our Key Worker Support package. With over 4,700 hotels in over 100 countries worldwide - the chain has always been a leader in cleanliness, launching their 'I Care Clean' programme in 2012. For nearly 75 years they have maintained a positive reputation for providing guests with clean, well-maintained accommodations. 

As part of their ongoing commitment to keep guests safe and healthy during these uncertain times they've launched a new cleaning programme called Hotels That Care based upon guidance provided by the WHO, the Center for Disease Control, and other government agencies. 

Find Best Western in Roomex with our new 'RoomexClean' tag, indicating that it's exceeded the cleaning standards as recommended by the Word Health Organization. Read more about our RoomexClean feature here

new best western pic

The Hotels That Care programme addresses five main areas in their hotels:

1. Front desk and lobby

  • The use of Best Western's Mobile Concierge Platform will be in use to minimise guest contact with a streamlined check in and check out procedures
  • Social distancing measures implemented 
  • Lobby brochures, magazines, and papers removed
  • Enhanced sanitisation procures and deep cleaning in heavily trafficked areas like the front desk and the lobby 
  • Sanitising wipes and stations will be available throughout the hotel 

2. Guest rooms and housekeeping

  • Enhanced cleaning protocols have been implemented
  • If possible guest rooms will not be entered for 24-72 hours after check out
  • All touch points (faucets, door handles, light switches, thermostats, clocks, hangers) will be cleaned and sanitised
  • Unnecessary items like decorative pillows and bed scarves, pens and paper are removed
  • For safety of guests and staff, housekeeping service will be only available on request

3. Food and beverage updates

  • Offerings have been adapted for guest and staff health and safety 
  • Breakfast rooms will be closed depending on location to avoid unnessary guest congregation
  • Enhanced Grab and Go options are being offered in most hotels 

4. Public amenities

  • When allowed to open, public amenities like fitness centres, swimming pools, and meeting rooms will be cleaned on closely monitored schedules with disinfect chemicals 
  • Each evening, these areas will be sanitised with the use of electrostatic fogging, ozone generators, or ultraviolet devices

5. Hotel employee and staff requirements

  • Hotel employees will follow strict guidelines - including wearing PPE, frequent and stringent hand washing protocols
  • Employee workstations will be cleaned and disinfected after every shift
  • Employees will be empowered to stay home if unwell, and communicate on potential exposure to COVID-19, and will be fully educated on how to maintain safe and clean home 

See what Best Western is doing to ensure guest and staff safety in this short video. 

Learn more about Best Western and RoomexClean by reaching out to our hotel experts or your account manager. 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}, is_image_logo={body={value=true}, css={}, child_css={}, id=is_image_logo, name=is_image_logo, type=boolean, order=3, label=Is Image Logo?, smart_type=null}, name={body={title=Best Western Hotels & Resorts launches new cleaning programme, Hotels that Care}, id=name, name=name, type=text, label=Title}, module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, banner_image={size_type=auto, src=https://f.hubspotusercontent40.net/hubfs/2029395/best-western-thumb.jpg, alt=best-western-thumb, width=664, height=322, max_width=664, max_height=322}, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=11, label=Blog Language Switcher, smart_type=null, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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, module_id=1155238}}

Best Western Hotels & Resorts launches new cleaning programme, Hotels that Care

Best Western is the most recent hotel chain to expand its cleaning protocols due to the impacts of COVID-19. 

Read More
{module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=10, label=Blog Language Switcher, smart_type=null, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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=7, label=Form, smart_type=null, module_id=1155238}, name={body={title=Ensuring the safety and wellbeing of employees as they begin travelling again}, id=name, name=name, type=text, label=Title}, post_body={body={html=

No matter what industry you’re working in, where you’re living or where you’re going, you have one main concern. Safety. The Coronavirus pandemic has permeated into nearly every aspect of our lives over the last few months, and will likely for the year to come.

As many parts of society slowly open up, travel will be required, be it by plane, train, or car. If you’re a travel manager, a procurement director, or anyone that looks after travel - suddenly you require more control and take further responsibility for everyone’s safety. 

Whether you call it Duty of Care, Safety and Wellbeing, or Employee Care - here at Roomex we want you to know we’re here to support you and your teams as they hit the road. 

Employee safety and wellbeing has always been at the heart of business travel. COVID-19 has increased the need for a detailed and well-thought duty of care to employees. One aspect of this is knowing where all employees have travelled in the past, and exactly where they are should something happen.

Some companies book workforce travel with multiple bookers through various leisure sites, making it difficult to maintain a procedure to keep track of all past, present and future trips. It’s recommended to use a centralised system to book workforce and business travel, especially for the duty of care aspect, so its fast and easy to look up reservations and locations. 

We’ve updated our live Duty of Care map so it’s easier to keep track of where employees have been, their contact details, and where they are booked in next should an outbreak arise.

The second a booking is made in Roomex, it’s immediately viewable in Roomex Analytics where reservations go directly into our live Duty of Care map. Here, users are able to view all trips, past, present and future and get in touch with any employee.

june duty of care

Our account management and support teams are trained on the best practices for travelling during these uncertain times - and are ready and willing to assist you. 

We will help manage every aspect of your trip, including sourcing, negotiating, facilitating group bookings that best suit your needs. Our team is available on live chat to answer any questions about new hygiene policies from hotels and are available for free travel policy consultations. Most importantly, they will call and confirm check-ins on your behalf and recommend safety measures and any updates to meal services. 

Speaking of meal options - are hotels still serving food?

Yes and no. Most hotels have amended their usual dining services to grab and go boxes or room service with disposable packaging. To learn more about what individual chains are doing to keep up food services and to maintain cleaning safety standards, check out this article. 

Finally - look out for our safety icon in your Roomex platform that confirms the hotel has gone above and beyond the cleaning standards recommended by the WHO.

covidcleanroomex

We update these tags weekly and talk directly with the hotel providers to ensure reliable information. 

Reach out to your account manager for direct queries regarding upcoming stays in any hotel booked through Roomex. 

 

}, id=post_body, name=post_body, type=rich_text, label=Blog Content}}
Ensuring the safety and wellbeing of employees as they begin travelling again

Ensuring the safety and wellbeing of employees as they begin travelling again

No matter what industry you’re working in, where you’re living or where you’re going, you have one main concern. Safety. The Coronavirus pandemic has...

Read More
{module_157918710739223={body={wrap_field_tag=div, hide_show_section=false, path=/Email/Blog Banner, widget_name=Blog Banner, definition_id=null, banner_image={size_type=auto, src=https://cdn2.hubspot.net/hubfs/2029395/Blog%20Images%202019/covid01_blog_664x322.png, alt=covid01_blog_664x322, width=664, height=322, max_width=664, max_height=322}, wrapping_html=, module_id=24438931021, per_widget_wrapper_html=, smart_type=NOT_SMART, field_types={hide_show_section=boolean, banner_image=image}, type=module, tag=module, smart_objects=null}, css={}, child_css={}, id=module_157918710739223, name=module_157918710739223, type=module, order=2, label=Blog Banner, smart_type=null, module_id=24438931021}, module_155931309253834={body={alternatives=[], module_id=8085705, widget_name=Blog Language Switcher}, css={}, child_css={}, id=module_155931309253834, name=module_155931309253834, type=module, order=10, label=Blog Language Switcher, smart_type=null, module_id=8085705}, module_157061769099736={body={wrap_field_tag=div, form={form_id=68292c37-6a97-4f74-b88c-c6f606edec55, form_type=HUBSPOT, message=

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=null}, css={}, child_css={}, id=module_157061769099736, name=module_157061769099736, type=module, order=7, label=Form, smart_type=null, module_id=1155238}, name={body={title=COVID-19 Updates From Roomex}, id=name, name=name, type=text, label=Title}, post_body={body={html=

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
}, id=post_body, name=post_body, type=rich_text, label=Blog Content}}
COVID-19 Updates From Roomex

COVID-19 Updates From Roomex

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...

Read More