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Property's Controller Requesting CC Authorization Form

Property's Controller Requesting CC Authorization Form

Old Jan 14, 19, 8:53 am
  #1  
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Property's Controller Requesting CC Authorization Form

We recently completed a stay where the deposit (paid 60 days prior to check-in) was paid on one credit card and at check-in, the remaining nights and incidentals were applied to a second credit card.

There were a couple of issues at check-out where deposits were incorrectly applied, etc., but they were all fixed quickly.

A couple of days later, I get an email from an accountant saying "Per request of our Hotel Assistant Controller, I am sending a credit card authorization form. Please fill it up for each credit card used to pay for the rooms. Attach a copy of each credit card, to be in compliance with the IRS."

The reservation is exempt from sales tax, so that's the only reasoning I can imagine the IRS comes in to play. I've asked for clarification, but haven't heard back yet. Why would they need a copy/photograph of the physical card when both cards were swiped and viewed at check-in and check-out?
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Old Jan 14, 19, 10:31 am
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If a reservation is exempt from tax in some states it has to be paid for by a card with the name of the organization on it, not an individual's card. They need a copy of the card showing the name of the organization as proof for the state to show it was allowed to be exempt.
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Old Jan 14, 19, 10:45 am
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Given the issues you had, they are well within their rights to request the authorization.
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Old Jan 14, 19, 10:51 am
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Are you sure it's not a scam email? I would be hesitant to blindly send a copy of my credit cards through the email.
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Old Jan 14, 19, 11:24 am
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Originally Posted by eric_o View Post
Are you sure it's not a scam email? I would be hesitant to blindly send a copy of my credit cards through the email.
Not a scam. It came from the accountant who I'd been dealing with on the phone to fix the earlier issues.
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Old Jan 14, 19, 11:47 am
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The property likely should have collected this information at check-in (or before). But, if it did not and you swapped cards, it has an obligation to collect the information in order to preserve your tax exempt billing. If you are concerned about method of transmitting, I would send the forms and the card copies in separate envelopes.
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Old Jan 14, 19, 12:30 pm
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Originally Posted by Often1 View Post
The property likely should have collected this information at check-in (or before). But, if it did not and you swapped cards, it has an obligation to collect the information in order to preserve your tax exempt billing. If you are concerned about method of transmitting, I would send the forms and the card copies in separate envelopes.
That appears to be what happened... the info was not collected by the check-in agent.
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