Billing FAQS
What are the average nightly rates with Safe Stays?
Because we partner with over 18,000 hotels across the country, our pricing covers a wide spectrum to fit any budget. Like most booking sites, our rates are dynamic and change based on when and where you are booking. When you search, you can filter by price or use our handy GSA rate tool to see the current GSA limit for the city and dates you're searching .
Looking for something more consistent? Reach out to us if your agency is interested in fixed-rate pricing!
Are the room rates lowered for Safe Stays clients?
No, room rates are not lowered for Safe Stays clients. However, hotels often offer discounts for longer stays, with reductions typically applied at 7, 14, and 30-day intervals.
Safe Stays was uniquely designed to remove barriers to hotel bookings by providing Alias Approved reservations, credit card authorization, consolidated billing, and a 24/7 team to confirm and assist with reservations. In order to accomplish our goal of keeping Safe Stays free to use, while providing high quality 24/7 support and services, we are unable to provide additional discounts to room rates.
What happens when damages occur?
The hotel will inform our 24/7 support team of damages once the client has checked out. We will relay that information to the agency contact once we receive the information.
For agencies that have opted to utilize Safe Stays Plus (our damage protection program), the damage will noted on the hotel folio, but no damage fees will be charged to you. Learn more about Safe Stays Plus here.
For agencies who have not opted into Safe Stays Plus, all damage fees will be reflected on the folio and your monthly invoice, and the agency will be responsible to pay them.
How am I billed?
Our billing team will issue one monthly consolidated invoice to the billing contact you have on file. All reservations with check-out dates falling between the 2nd of the previous month and the 1st of the current month will be included in the invoice for the current month. For example, all stays checking out from October 2nd through November 1st will be generated onto the invoice in November. This enables a more accurate reflection of charges on the monthly invoice through a streamlined billing process that reconciles all folios.
Agencies can access individual folios directly in the Safe Stays platform as soon as we receive and approve them (usually within 7 days of checkout; this is subject to change depending on the hotel.) Most agencies choose to pay the standard monthly invoice to Safe Stays, and use the individual folios to request reimbursement from their funder(s).
If your agency and/or funder requires an adjusted invoice method (i.e. you need to pay separately for each guest, or each folio), please note this on your Safe Stays application. Our billing team can work with you to determine a billing process that aligns with your needs.
Can I book hotel rooms using my nonprofit tax exempt status?
Since we are not a tax exempt company and we make the reservations, we currently are ineligible from making tax-exempt hotel bookings. If your funding source does not reimburse taxes, damages, or other fees, please talk to a Safe Stays team member about options for inclusive rate billing.