LOYALTY AUTOMATED REIMBURSEMENT SYSTEM

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Automated Reimbursement Systems

AUTOMATED REIMBURSEMENT SYSTEMLOYALTY >

Use the Automated Reimbursement System (ARS) to research and reconcile Marriott Bonvoy reimbursements. You can use ARS to find Detail Certificate numbers, look up Certificate Status and Certificate Reimbursement History, and view the statistical data (GRR - Gross Revenue Report data) used to process certificate reimbursements.

Table of Contents:

• Key Terms• Accessing ARS/IMS Screens through MARSHA• Log Into ARS/IMS• Quick Tips for ARS Screen Keys• Room Reimbursement List• GRR Email Address Entry• Outstanding FCA Certificate List• Certificate Status• History by Approval Date• System Procedures to Obtain Detailed Certificate Reimbursement History• List Daily Statistics• List Missing GRR Data• Certificate Look Up• Reservation Certificate Look Up

Key terms:

ARS: Automated Reimbursement System (housed within IMS)

IMS: Information Management System

MARSHA: Marriott Automated Reservation System for Hotel Accommodations

GRR: Gross Revenue Report

MGS: Marriott Global Source

PMS: Property Management System

MRDW: Marriott Reservations Data Warehouse

Reservation Certificate (ResCert): A ‘placeholder’ certificate number assigned to the confirmation number.

• This is the ‘parent’ certificate. It includes all the Detail Certificates that support redemption stay nights.

Detail Certificate Number: Certificate number (child) used for the actual reimbursement.

• The redemption stay may require the standard night certificate plus an upgrade, or other awards. These certificates would be compiled under one Reservation Certificate number to meet the reimbursement stay requirements.

2021 June

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AUTOMATED REIMBURSEMENT SYSTEMSLOYALTY >

Accessing ARS/IMS Screens through MARSHA

Use these steps to log on to ARS/IMS through Marriott Global Source (MGS).

• Your hotel may also be able to log on through the PMS. The steps to log on through the PMS are unique to each hotel. If you prefer to log on through the PMS ask your Leader for guidance.

• Open MGS and find MARSHA in the My Applications list at the left side of the screen. Select this link.

• If MARSHA is not included in the My Applications list, add it using Add/ Remove.

• A new window will open with BlueZone.

• This will need to be set up if it is the first time BlueZone is used.

• Allow the software setup to run and follow the directions provided.

• When the BlueZone Session Manager window pops up, double click the zOS icon.

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AUTOMATED REIMBURSEMENT SYSTEMSLOYALTY >ARS/IMS Maintenance

Log into ARS/IMS 21 3 ARS/IMS

Reconciliation

zOS begins with a blank screen. Use these steps to log into ARS/IMS:

Enter ‘IMS’ in the Application field. Click <enter>.

• Leave all other fields blank.

Enter your mainframe login ID and password. Click <enter>.

The screen will show a successful login at the bottom. Click the <pause/break> key on your keyboard to clear the screen.

• Alternatively, FOSSE hotels may need to use ‘CTRL + E’.

• Some hotels may need to click ‘CTRL + SHIFT + Z’ (all at the same time).

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On the blank screen, type ‘hxcsmenu’, then press the <spacebar> key once. Click <enter>.

• If an error message of “Destination cannot be found or created, dest=HXCS Menu” is received, the spacebar wasn’t used. Retype ‘hxcsmenu’, then press the <spacebar> key once (after the text).

Move the cursor to the space after ‘COMMAND==>’. Type ‘3’ and click <enter> OR click your F3 function key.

Type A0 (zero) on the command line after ‘COMMAND==>’. Click <enter>.

You are now in ARS/IMS at the A0 screen.

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Quick Tips for ARS Screen Keys:

• To go back one screen, use the F3 key.

• For example, if you would like to return to the main menu from a detailed history screen, hit F3 until you return to the main menu.

• To move to the next screen, use the F8 key.

• To return to the last screen, use the F7 key.

• Unless otherwise noted, enter ‘S’ in any blank next to an option to select it.

• To move from blank to blank, use the tab key.

Room Reimbursement List

The system auto-releases certificates for processing as the daily revenue statistical data (GRR data) becomes available. There is typically a five-day lag between the GRR date and when it posts in the system. (Timeframe may vary.) Use this screen to view certificates that may be missing daily revenue statistics for at least one day.

To view pending certificates, enter ‘U’ in the space next to ‘Room Reimbursement List’. Click <Enter>. The stays will appear with a $0.00 (zero-dollar amount).

• These certificates will redeem once the GRR data has loaded for ALL of the dates of the stay record. Data is not released until five days after the check-out date for the reservation. Except for Manual / Q50 hotels which enter their own GRR data to be approved by Marriott Bonvoy Reimbursement team.

• For certificates with a check-out date past the 5-day lag time, use ‘List Daily Statistics’ to determine which nights might be missing GRR data. Contact Marriott Bonvoy Reimbursement to resolve missing data ([email protected]).

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ARS/IMS Maintenance


Reconciliation

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To view certificates that are approved, but not processed, enter ‘A’ in the space in front of the option ‘Room Reimbursements List’. Click <enter>.

• For auto-approve properties, this option may not produce any results as it has already gone to the ‘History by Approval Date (ARS)’.

GRR Email Address Entry

Use this screen to change or define the email the Marriott Bonvoy Reimbursement Team uses to contact your property for questions.

Enter ‘S’ in the space in front of the option ‘GRR Email Address Entry’. Click <enter>.

• Primary – Typically the leader responsible for finance and accounting activities.

Note: If updating the record, type over the existing data and use ‘space’ to remove any remaining characters.

From the ‘primary’ field, Click, TAB to enter secondary email address.

• Secondary – Typically a finance or accounting contact.

To save, click enter and then F10.

A message will appear at the top of the screen indicating that the records has been created or updated.

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Outstanding FCA Certificate List

Use this screen to review Folio Credit Awards (FCA) or Flexible Benefit Awards (FBA) that have not been processed. (Not applicable to Manual / Q50 hotels including All-Inclusive hotels.)

Enter ‘S’ in the space in front of the option ‘Outstanding FCA Certificate List’. Click <enter>.

Review the Member name, Marriott Bonvoy account number, ResCert FCA/FBA number, stay date and settlement amount.

• FCA’s remain in this screen until the stay record is posted with a settlement amount, and are transmitted through the night audit batch process. If there is any data in this screen after the stay departure date, it’s an indication that information to validate the reimbursement is missing.

• Send a consolidated folio showing the settlement amount to Marriott Bonvoy Reimbursement for manual processing. Ensure the folio includes room charges and offsets, including the amount offset by the FCA award.

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ARS/IMS Maintenance


Reconciliation

Certificate Status (to see certificate reimbursement information)

Enter ‘S’ in the space in front of the option ‘Certificate Status’.

Enter the Detail Certificate number and click <enter>.

This screen provides the following information:

1st line:

a. Marriott Bonvoy Member account numberb. Member namec. Certificate Status (Issued, Redeemed, Cancelled or Deleted)d. Detail Certificate number e. Certificate issue datef. Certificate ‘approval’ date (date corresponds with ‘History by Approval Date’ screen batches)g. Certificate ‘send’ date (date sent to General Ledger)

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2nd Line:

a. Transmission Method (Transmitted = ARS, Manually keyed = KEY, ADJ = Manual journal adjustment, RTR = manual retroactive batch run (rate update, tax change for past reimbursed amounts)

b. STAY = Regular stay, UPGR = Upgraded roomc. Certificate type identifier plus number of nightsd. Property Marsha Codee. Property Code (IMS property code or ID)f. Number of nights redeemedg. Total Room Revenue reimbursedh. Total Tax amount reimbursed (if any for the property)i. Total Room and Tax Revenue reimbursed (All amounts are in USD)j. If a date is shown in this field, it is the date the certificate was cancelled

Note: The date of 01/08/21 is the approval date, which is reflected in the ‘ARS’ history screen and can provide additional details:

• The date of 01/13/21 is when the data was uploaded to the general ledger.

• The data is loaded weekly to the general ledger.

• For international properties, the invoice is created at the end of the month and the reimbursements are posted by week on the BACKUP invoice under the section: ‘Loyalty Program Reimbursements’.

• On the detail invoice or ‘BACKUP’ invoice, the reimbursements are inclusive of the premium amounts and are posted in USD.

If the certificate has been cancelled, you will see the date on the far right side of the screen, on the 2nd line.

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History by Approval Date (ARS)

• Use History by Approval Date (ARS) to view certificates that were processed systematically.

• If a Manual hotel enters stays on the IMS screen, the redemption will show in ARS History.

History by Approval Date (KEYED)

• Use History by Approval Date (KEYED) to view certificates that were manually keyed by the Marriott Bonvoy Reimbursement Team. These certificates were not processed systematically and needed to be manually keyed for reimbursement.

• Both screens use the same steps to view detail.

System Procedures to Obtain Detailed Certificate Reimbursement History

• Enter ‘S’ in the space in front of the option ‘History by Approval Date’. Click <enter>.

At the batch date you would like to review, type ‘S’ and click <enter>.

• Typically, one batch will process each day, however if a batch date is skipped this doesn’t signal an error. You may have several checkout dates in one batch or there may not be redemption stays on that date.

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• Type ‘S’ in the ‘List DTL’ field and click <enter>.

The eight-character detail certificate numbers will be populated in the ‘Cert #’ column.

• An ‘S’ at the end of the certificate number indicates a ResCert (Reservation Certificate).

• If there is no ‘S’, it is a floater certificate (this is a certificate not attached to a reservation such as a 102-1030 award).

• For more detailed stay information regarding the certificate in this screen, type an ‘S’ next to the certificate number you would like to view.

GRR Data Screen

List Daily Statistics

Enter an ‘S’ in the space in front of the option ‘List Daily Statistics’. Click <enter>.

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The next screen shows the most current data available.

To see the next screen, click F8; to go back, click F7. To go to a specific date without paging forward or backward, enter the ‘Start Date’ and click <enter>.

If there are any characters next to the ‘APPROVED’ field, the GRR data will not appear. A solution to this is to hold down the space bar to erase them. Click <enter>.

Occupancies that are eligible for the Premium Reimbursement are highlighted.

• MRDW updates the data every 5 days.

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List Missing GRR Data

Use this screen to identify pending certificates that have not processed within the normal guidelines based on the 5-day lag rule.

Any stays with a departure date greater than the 5-day lag would most likely indicate that at least one night of GRR data is missing.

• For example, on June 5, the system will show GRR data up to May 31.

• Once all of GRR data for the certificate stay nights is loaded into the system, the redemption stay will no longer appear on this screen.

Select ‘LIST MISSING GRR DATA’ by typing ‘S’ in the field next to this option. Click <enter>.

Review the status and research if needed. Missing indicates GRR data is missing for some dates between the check-in and check-out.

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Certificate Look Up

Use this screen to look up the full certificate number when you have the full Marriott Bonvoy Member account number and only the last 4 digits of the Reservation Certificate number.

Select ‘CERTIFICATE LOOK UP’ by typing ‘S’ in the field next to this option. Click <enter>.

Enter the Member account number and the last 4 digits of the certificate number. Click <enter>.

The screen will provide:

• The full certificate number

• The type of award

• Reimbursement status (‘REDEEMD’ means the certificate that belongs to the ResCert has been reimbursed)

• Other possible status: CANCEL and PENDING

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For detailed information, enter ‘S’ in the field in front of Cert # and click <enter>.

This screen provides the information below. This information matches the information provided when you look up the certificate by the Detail Certificate number:

1st line:

a. Marriott Bonvoy Member account numberb. Member namec. Certificate statusd. Certificate number e. Certificate issue datef. Award ‘approval’ dateg. Award ‘send’ date (date sent to General Ledger which is done every week)

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2nd Line:

a. Transmission Method (Transmitted = ARS, Manually keyed = KEY, ADJ = Manual journal adjustment, RTR = manual retroactive batch run (rate update, tax change for past reimbursed amounts))

b. STAY = Regular stay, UPGR = Upgraded roomc. Certificate type identifier plus number of nightsd. Property Marsha Codee. Property Code (IMS property code or ID)f. Number of nights redeemedg. Total Room Revenue reimbursedh. Total Tax amount reimbursed (if any for the property)i. Total Room and Tax Revenue reimbursed (All amounts are in USD)

If a date is shown in this field, it is the date the certificate was cancelled.

Note: The date of 04/9/18 is the approval date which is reflected in the ‘ARS’ history screen, which can provide even more details.

• The date of 04/13/18 is when the data was actually uploaded to the general ledger.

• The data is loaded every Friday to the general ledger.

• For international properties, the invoice is created at the end of the month and the reimbursements are posted by week on the invoice under the section: Loyalty Program Reimbursements.

If the certificate has been canceled, you will see the date on the far right side of the screen, on the 2nd line.

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Reservation Certificate Look Up

Use this choice to search certificate status with the Marriott Bonvoy Member account number and ResCert (Reservation Certificate) number:

Choose ‘RESERVATION CERTIFICATE LOOK UP’ by typing ‘S’ in the field next to this option. Click <enter>.

Enter the Member account number and ResCert (Reservation Certificate) numbers. Click <enter>.

The information on this screen includes:

• Cert # provides the Detail Cert

• Award ID

• Status

• Approval provides the date it was approved in the system

For example, this ResCert (12364221 has a ‘detail’ certificate number of 12345635, an Award ID of STAN, a status of Redeemed, and was approved on 04/09/18).

To see additional information, enter ‘S’ in the field in front of ‘ARS’. Click <enter>. This action brings you back to the Certificate Status screen.

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For further instructions on the use of these screens, contact the Marriott Bonvoy Program Reimbursement Team:

E-mail: [email protected]

Hours of Operation:

Monday to Friday: 7:00 a.m. to 5:00 p.m. ET

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LOYALTY AUTOMATED REIMBURSEMENT SYSTEM