Hotel Payment Policy

I. Introduction

Ensuring a clear and comprehensive payment policy is essential for maintaining the financial integrity of Moilt Undraga LLC. This policy outlines the various payment methods accepted, payment procedures, and consequences for non-compliance. The goal is to provide transparency and ease for both the hotel and its guests, fostering a smooth transaction process and enhancing the overall guest experience.

A. Purpose

The purpose of this policy is to establish standardized procedures for payment, ensuring consistency and clarity in all financial transactions. It aims to protect the hotel’s financial interests while providing guests with straightforward guidelines for fulfilling their payment obligations.

B. Scope

This policy applies to all guests of Moilt Undraga LLC and covers all payment-related activities, including reservations, deposits, final payments, and any additional charges incurred during the stay. It also outlines the responsibilities of both guests and hotel staff in managing payments.

C. Objectives

The objectives of this payment policy include:

1. Clarity: The purpose of this document is to provide detailed and clear instructions regarding the various payment methods and procedures.
2. Efficiency: To make the payment process more efficient and straightforward for both guests and staff.
3. Security: To guarantee that every financial transaction is secure and safeguarded against any fraudulent activities.
4. Accountability: To ensure that both guests and staff members are accountable for following the established payment policy.

II. Accepted Payment Methods

Moilt Undraga LLC offers a variety of payment methods to accommodate the diverse preferences of our guests. The following table provides an overview of the accepted payment methods:

No.	Payment Method	Description
1	Credit Card	Major credit cards including Visa, MasterCard, American Express.
2	Debit Card	Debit cards linked to major banking networks.
3	Cash	Cash payments accepted in local currency /Tugrug/.
4	Bank Transfer	Direct bank transfers to Moil Undraga LLC accounts for full or advance payments.
5	Mobile Payment	Payments via mobile wallets and apps like Apple Pay. Qpay

A. Credit Card

1. Accepted Cards: Moilt Undraga LLC accepts major credit cards including Visa, MasterCard, American Express.
2. Authorization: A pre-authorization may be required upon check-in.
3. Security: Credit card payments are processed securely using encrypted technology.
4. Declined Payments: In case of a declined payment, guests will be notified immediately to provide an alternative payment method.

B. Debit Card

1. Availability: Debit cards linked to major banking networks are accepted.
2. Processing: Debit card transactions are processed immediately, and funds are deducted from the guest’s bank account.
3. Daily Limits: Guests should be aware of any daily spending limits on their debit cards to avoid declined transactions..
4. Security Measures: Similar to credit cards, debit card payments are secured with encryption technology.

C. Cash

1. Local Currency: Cash payments are accepted in the local currency only /Tugrugs/.
2. Receipts: Receipts are provided for all cash transactions. This ensures transparency and accurate record-keeping.
3. Large Amounts: For large cash payments, guests are advised to notify the hotel in advance.
4. Change Policy: The hotel maintains a limited amount of change. Guests are encouraged to provide exact amounts whenever possible to facilitate transactions.

D. Bank Transfer

1. Advance Payments: Direct bank transfers to Moil Undraga LLC accounts for full or advance payments.
2. Processing Time: Bank transfers may take several business days to process. Guests should initiate the transfer well in advance of their check-in date.
3. Bank Details: The hotel will provide bank account details upon request. This includes all necessary information for completing the transfer.
4. Confirmation: Guests must provide a proof of transfer or transaction reference number.

E. Mobile Payment

1. Accepted Platforms: The hotel accepts payments via popular mobile wallets and apps such as Apple Pay, Qpay and etc.
2. Setup: Guests should ensure their mobile payment method is set up and linked to a valid bank account or credit card.
3. Contactless: Mobile payments are contactless, enhancing security and hygiene.
4. Transaction Limits: Guests should be aware of any transaction limits associated with their mobile payment method.

A variety of payment methods ensures flexibility and convenience for guests. By offering multiple options, Moilt Undraga LLC accommodates different preferences and needs, enhancing the overall guest experience.

III. Reservation and Deposit Policy

To secure a reservation, guests are required to follow the deposit guidelines outlined below. The following table summarizes the deposit requirements:

1. Deposit Amount:
   1. Room reservation: total amount/100%/ for whole reservation.
   2. Group reservation: total amount /100%/for whole reservation.

2. Payment Deadline: The deposit must be paid within 24 hours from booking to confirm the reservation.
3. Refund Policy: Refund percentage depends on seasons:

a) Winter: If the guest cancels 24 hours before check-in date and time (3:00 PM local time), the deposit will be refunded 100%.

b) Summer: If the guest cancels 72 hours before check-in date and time (3:00 PM local time), the deposit will be refunded 100%.

4. Non-Refundable: Deposits become non-refundable according to the Refund Policy of Reservation and deposit Policy

Establishing clear deposit requirements ensures guests are committed to their reservations and allows the hotel to manage room availability effectively. This balance helps maintain a stable and predictable booking environment.

IV. Payment Procedures

The following table outlines the standard payment procedures at Moilt Undraga LLC:

1. Booking Confirmation: The customer receives payment instructions and booking confirmation.

2. Payment: The customer pays the required fee within the specified period.

3. Additional fees: Any additional fees incurred during the booking period will be paid at the time of departure (check out).

A. Booking Confirmation

1. Notification: Upon booking, guests receive a confirmation email detailing their reservation and payment instructions.
2. Details Included: The confirmation includes the reservation details, deposit amount, and payment deadline.
3. Contact Information: The email includes contact information for any questions or issues regarding the booking.
4. Follow-Up: Guests are encouraged to contact the hotel if they do not receive a confirmation email within 24 hours.

B. Deposit Payment

1. Payment Methods: Guests can choose from various payment methods to pay the deposit.
2. Deadline Adherence: The deposit must be paid within the specified timeframe to secure the reservation.
3. Receipt Issuance: A receipt is issued upon deposit payment.
4. Follow-Up: Guests are advised to contact the hotel if they do not receive a receipt within 24 hours of payment.

E. Additional Charges

1. Incidental Charges: Any additional charges incurred during the stay, such as room service or mini-bar expenses, are settled at check-out.
2. Payment Methods: Various payment methods are accepted for settling additional charges.
3. Receipt Issuance: A receipt is issued for all additional charges paid at check-out.

Implementing standardized payment procedures ensures consistency and clarity in financial transactions. This helps prevent misunderstandings and enhances the overall guest experience.

VI. Refund Policy

Refunds are processed according to the following guidelines. The table below outlines the circumstances under which refunds may be issued:

No.	Circumstance	Refund Eligibility
1	Cancellation within policy	Full refund if canceled within the specified timeframe in policy.
2	Cancellation out of policy	If the room reservation is not canceled by the specified time, it will be considered a no-show and the fee for 1 day will not be refunded.
3	No-Show	No refund for no-show without prior notice.

A. Cancellation within Policy

1. Eligibility: Guests are eligible for a full refund if they cancel their reservation within the specified cancellation policy timeframe.
2. Processing Time: Refunds are processed within 7-10 business days.
3. Notification: Guests are notified of the refund status via email.
4. Method: Refunds are issued using the original payment method.

B. No-Show

1. No Refund: Guests who do not show up for their reservation without prior notice are not eligible for a refund. This ensures the hotel can manage room availability effectively.
2. Policy Awareness: The no-show policy is clearly communicated at the time of booking.
3. Exceptions: Exceptions may be made in extenuating circumstances, at the discretion of hotel management.

C. Cancellation out of policy

1. Scope: If the room reservation is not canceled within the specified time, the room fee will be considered a no-show and the 1-day fee will not be refunded.

2. Policy Reminder: The policy regarding this provision will be clearly reminded at the time of booking.

3. Exceptions: The hotel management may discuss the matter and find a mitigating circumstance.

Establishing a comprehensive refund policy ensures guests are aware of their rights and obligations, and helps the hotel manage its financial resources effectively.

VII. Security and Privacy

To protect guests' financial information, Moilt Undraga LLC implements robust security and privacy measures. The following table outlines these measures:

No.	Measure	Description
1	Encryption	All financial transactions are encrypted to protect sensitive information.
2	Secure Payment Gateways	The hotel uses secure payment gateways for processing payments.
3	Data Privacy Policies	The hotel adheres to strict data privacy policies to protect guests' personal information.
4	Staff Training	Staff are trained in data security and privacy protocols.

A. Encryption

1. Method: All financial transactions are encrypted using industry-standard encryption protocols.
2. Continuous Improvement: The encryption methods are regularly reviewed and updated to stay ahead of potential threats.
3. Awareness: Guests are informed of the encryption measures in place.
4. Compliance: The encryption protocols comply with relevant legal and regulatory standards.

B. Secure Payment Gateways

1. Selection: The hotel uses secure payment gateways that meet industry standards for security and reliability.
2. Integration: These gateways are seamlessly integrated into the hotel's booking and payment systems.
3. Monitoring: Payment gateways are monitored for any suspicious activity.
4. Awareness: Guests are informed of the secure payment gateways used.

C. Data Privacy Policies

1. Adherence: The hotel adheres to strict data privacy policies to protect guests' personal information.
2. Transparency: Guests are informed of the data privacy policies at the time of booking.
3. Continuous Improvement: Data privacy policies are regularly reviewed and updated to stay ahead of potential threats.
4. Compliance: The data privacy policies comply with relevant legal and regulatory standards.

D. Staff Training

1. Regular Training: Staff are regularly trained in data security and privacy protocols.
2. Awareness: Staff are informed of the importance of data security and privacy.
3. Protocols: Staff are trained in the specific protocols and procedures for handling sensitive information.
4. Monitoring: Staff adherence to security and privacy protocols is regularly monitored. Implementing robust security and privacy measures ensures guests' financial information is protected, enhancing their trust and confidence in the hotel's services.

VIII. Dispute Resolution

To address any disputes regarding payments, Moilt Undraga LLC has established a clear dispute resolution process. The following table outlines the steps involved:

No.	Step	Description
1	Initial Complaint	Guest submits a complaint regarding a payment issue.
2	Review and Assessment	The complaint is reviewed and assessed by the hotel management.
3	Resolution Proposal	A resolution proposal is made to the guest.
4	Guest Feedback	Guest provides feedback on the proposed resolution.
5	Final Resolution	The final resolution is implemented based on the guest's feedback.

A. Initial Complaint

1. Submission: Guests submit their complaints regarding payment issues via email, phone, or in person.
2. Details: Guests are encouraged to provide detailed information about the issue.
3. Acknowledgment: The hotel acknowledges receipt of the complaint within 24 hours.
4. Contact Information: Guests are provided with contact information for further communication regarding their complaint.

B. Review and Assessment

1. Review: The complaint is reviewed by hotel management to understand the issue.
2. Investigation: An investigation is conducted to gather all relevant information and evidence.
3. Consultation: Hotel management may consult with relevant staff or departments to resolve the issue.
4. Timeline: The review and assessment are completed within a specified timeframe, typically within 5 business days.

C. Resolution Proposal

1. Proposal: A resolution proposal is made to the guest based on the findings of the review and assessment.
2. Details: The proposal includes details of the resolution, including any refunds or compensations, if applicable.
3. Notification: The guest is notified of the resolution proposal via email or phone.
4. Next Steps: The proposal includes information on the next steps and how the guest can provide feedback.

D. Guest Feedback

1. Feedback: Guests provide feedback on the proposed resolution.
2. Communication: Feedback can be provided via email, phone, or in person.
3. Review: The feedback is reviewed by hotel management to understand the guest's perspective.
4. Adjustment: The resolution proposal may be adjusted based on the guest's feedback.

E. Final Resolution

1. Implementation: The final resolution is implemented based on the guest's feedback.
2. Notification: The guest is notified of the final resolution via email or phone.
3. Follow-Up: Hotel management follows up with the guest to ensure they are satisfied with the resolution.
4. Documentation: The dispute and its resolution are documented for future reference.

By establishing a clear dispute resolution process, Moilt Undraga LLC ensures payment issues are addressed promptly and fairly, enhancing guest satisfaction and trust.

IX. Review and Update

To ensure the Hotel Payment Policy remains effective and up-to-date, Moilt Undraga LLC will regularly review and update the policy.

A. Scheduled Review

1. Frequency: The payment policy is reviewed annually to ensure it remains relevant and effective.
2. Responsibility: A designated team or individual is responsible for conducting the review.
3. Scope: The review covers all aspects of the payment policy, including procedures, security measures, and dispute resolution processes.
4. Documentation: The findings of the review are documented for future reference and continuous improvement.

B. Feedback Collection

1. Sources: Feedback is collected from guests, staff, and relevant stakeholders.
2. Methods: Various methods are used to collect feedback, including surveys, interviews, and suggestion boxes.
3. Incorporation: Collected feedback is incorporated into the review process.
4. Follow-Up: Respondents are informed of how their feedback will be used.

C. Policy Evaluation

1. Analysis: The policy is analyzed based on feedback, industry standards, and legal requirements.
2. Benchmarking: The policy is compared with those of similar establishments to identify best practices and areas for improvement.
3. Compliance: The policy is evaluated for compliance with legal and regulatory standards.
4. Recommendations: Recommendations for improvements are made based on the evaluation.

D. Updates Implementation

1. Approval: Recommended updates are reviewed and approved by hotel management.
2. Implementation Plan: A plan is developed to implement the approved updates.
3. Training: Staff are trained on any new procedures or changes to the policy.
4. Monitoring: The implementation of updates is monitored to ensure they are effective and well-received.

E. Communication

1. Notification: Changes to the policy are communicated to guests and staff in a timely manner.
2. Methods: Various methods are used to communicate changes, including emails, meetings, and notices.
3. Documentation: Updated policies are documented and made accessible to all relevant parties.
4. Feedback: Ongoing feedback is encouraged to assess the effectiveness of the updates.

By regularly reviewing and updating the Hotel Payment Policy, Moilt Undraga LLC ensures it remains effective, relevant, and aligned with industry standards and guest expectations.