group posting tool technical steps sfaweb/ci/ty

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Group Posting Tool Technical Steps SFAWeb/CI/TY

GROUP POSTING TOOLLOYALTY >

The Group Posting Tool is used to award points or miles to qualifying Members for a Marriott Bonvoy Event.

Users must complete the training in the Digital Learning Platform, request access through Identity Shoppe, and be approved by their supervisor, prior to using the tool. Approval takes approximately 3 business days. You will need an EID to request access.

Transactions entered in the Group Posting Tool can be viewed in reports in MRDW. To learn more about the reports, use the Managing Loyalty Performance Reference Guide.

• Quotes can be entered eight business days after they actualize.• Allow enough time to enter data and receive approval within 10 business

days after the event has actualized.• Do not use the tool for bonus point purchases.• Throughout the tool, the red asterisk designates required fields that need

to be completed.

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CostsSetting the Scene 21 3

Additional information 4

Avoid Common Mistakes

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> GROUP POSTING TOOL TECHNICAL STEPS SFAWEB/CI/TYLOYALTY

There is no cost to use the tool. The cost of points or miles that are awarded to the planner are 1% of actualized revenue - up to US$300 per event.

• When a hotel participates in a Global Loyalty Promotions, such as Mega Bonus, the hotel does not pay the cost of double or triple points.

• When a hotel promotes a regional or hotel specific double or triple points promotion, the hotel is responsible for the cost of all points, including double and triple points.

Launch the Group Posting Tool

Open MGS and click Group Posting Tool in the My Applications list at the left side of the screen.

• If Group Posting Tool is not included in the My Applications list, add it using Add/ Remove located just under “My Applications”, and select Group Posting Tool. Return to your homepage and click Group Posting Tool to launch.

• Alternatively, open MGS and use the keyword search for Group Posting Tool.




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Terms and Conditions

Click the hyperlink for your brand, and review the Guidelines and Standards.

• Click I have Read and Accept the Guidelines and Standards to continue.

• If you do not understand them, you may click the Do Not Accept option. You will not be able to proceed and will be returned to the MGS login screen. Contact your supervisor to answer any questions.

Some critical factors to consider are:

• Ensure the Marriott Bonvoy Member is eligible to earn points or miles for the event before proceeding. Be familiar with the legal guidelines that impact Meeting Planner Participation. For the guidelines, reference the Sales and Event Management Reference Guide or MGS keyword search for Marriott Bonvoy Events.

• If you click I have Read and Accept the Terms and Conditions it shows that you understand and accept the guidelines.

• Click the I have Read and Do Not Accept the Terms and Conditions if you do not understand the guidelines.

Enter the MARSHA Code

Enter the MARSHA code for the property that hosted the Marriott Bonvoy Event, then click Submit.

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Complete Part I - Member Information

Grey fields are pre-populated with information from SFAWeb or CI/TY such as Name of Organization, Organization Type, Event Type, Quote Number, and Event Name. These fields cannot be edited in this screen.

Verify Member Email Address

The email address linked with the Member’s account is automatically listed here.

• If no email address is recorded on file, enter the address where the Member has requested to receive account activity confirmations.

Select Award Earning Preference

The Award always defaults to Points. If a Member opts to receive airline miles, then adjust the option to Miles.

Split Points Option

If the Marriott Bonvoy Clause in the contract states that points or miles will be split between two Members, then select the check box.

Click the drop-down menu, and select the percentage that the Primary Member will receive.

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Entering a Second Member’s Account Number

If the split option was selected, enter the Second Member’s Marriott Bonvoy Number and confirm the Second Member’s Email Address.

• If the Member wants the confirmation sent to a different address, update the address.

• Points may not be split between more than two Members.

Enter Part II - Property Information

Preparer’s Information

Confirm the Preparer’s Phone Number and Preparer’s Email Address and adjust as needed. The Marriott Bonvoy audit team will use these to contact you if any questions or issues arise regarding this posting.

• The MARSHA Property Code and Prepared By fields cannot be edited.

Approvers Information

Enter information in the Approved By First Name, Last Name, Approver’s Phone Number and Approver’s Email Address fields.

• The Manager listed here will receive an email notification once the post is ready for review.

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• At least one of the contacts must sign the contract, or be listed on page one of the contract.

• Review the guidelines on who is eligible to earn in the Marriott Bonvoy Events Pocket Guide, or use the MGS keyword search: Marriott Bonvoy Events.TOP TIP

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• This information is also available later for audits and reports in MRDW.

Review Part III - Roomnights and Revenue

Grey fields have been pre-populated with information from SFAWeb or CI/TY, and cannot be edited. Ensure the Event Start Date and Contract Signed Date are accurate. This is important as the dates may qualify the event for a promotion.

• Confirm that today’s date is at least 5 business days after the Event End Date. Points and miles cannot be posted before this. At some hotels, you may need to wait 8 days.

• Regardless of Total Guest Room Pick Up, an event must have 10 Guest rooms or more actualized on 1 night to earn points or miles.

• If the number of Guest rooms does not meet the qualifications, all other qualified revenue generated from the event WILL earn points or miles.

• Revenue within the Group Posting Tool, such as Average Daily Rate, is stated in US Dollars.

• If a third-party vendor is used for an event, and the hotel is not the entity receiving the revenue, then the Member will not earn points or miles on those charges.

• The Preparer and the Approver cannot be the same person.• Each hotel must select an Approver, The Approver is often the leader of event

management, sales, finance, or the general manager. • Ensure that the Approver has sufficient time to review your submission. For

example, do not designate an Approver who is on vacation.• Only enter numbers in the Approver’s Phone Number field. Do not use hyphens (-)

or other symbols.• If you find the designated approver is not available, anyone who has access to the

Group Posting Tool, other than the preparer, can log in and approve the event.

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Purchase Bonus Points (Optional)

If your hotel would like to purchase bonus points beyond what the Member will receive from the event contract, and the member is eligible to receive bonus points, then use this field. If you will not be purchasing Bonus Points, you are not required to use this field. A Hotel might use Bonus Points:

• As a measure of goodwill due to a Guest Service issue.

• To Reward a loyal Customer for their business.

Bonus points cost US$5.50 per 1000 points. The drop-down list allows you to select bonus points in increments of 1000.

Enter Payment Type

Use the drop-down arrow in the Intended Payment Type to select the customer’s chosen method of payment.

Enter Double or Triple Points (Optional)

Use the drop-down arrow to select Double or Triple points if your property is running a double or triple points promotion.

• If the event qualifies for a Loyalty sponsored promotion, leave this field blank. Your property will not be responsible for awarding additional points.

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• Total points, including points earned by Marriott Bonvoy Events and purchased points, may not exceed 200 000 points per Member, per event, with the exception of Marriott Bonvoy Events participating in a Global Loyalty Triple Points Promotion (capped at 300,000).

• If you are unsure if the Member’s event earnings will exceed the maximum base allowed, you can review the Summary Page in the Group Posting Tool after clicking Submit.

• You may purchase additional points after reviewing the Summary Page.

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Currency Converter

Use this tool if you would like to understand the conversion from local currency to USD. The rate is based on a daily feed from Bloomberg.

Review Part IV - Airline Mileage Designation

If you selected to Award Miles in Part I, complete the Airline Mileage Designation fields here. If not, then leave these fields blank and skip to the Comments field in Step 2.20.

• Each event can earn either points or miles, not a combination of the two.

• Airline postings cannot be deleted or edited once the posting is submitted.

• It may take several days before the Member is able to see the miles on their statement.

Enter Frequent Flyer Information

Click the drop-down arrow on the Primary Member Airline field to access a list of available airline partners. Then, enter the Primary Member’s Frequent Flyer Account Number.

• If the miles are being split between two Members, enter the Secondary Members Airline and Frequent Flyer Account Number.

Enter Comments

Use this section to communicate notes to the Reviewer.

For example, if a Member is qualified to earn Marriott Bonvoy points for the event, however their work affiliations are unclear in the Group Posting Tool, then use the Comments field to provide an explanation. This information is not visible to the Member.

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Submit the Form

Check all fields once more for accuracy. When you are satisfied with all information entered, click Submit. The system will validate the information and display a summary screen for your final review.

• If there are errors, they will be noted in red and you will have to correct these items.

• The points or miles will be awarded immediately, therefore it is critical to verify that the information is correct to reduce any customer satisfaction issues and costs incurred for accounts corrections.

Click Confirm

Click Confirm. The Group Posting Tool home screen will display again, and confirm your previous transaction was processed successfully.

• You may add another event here, if desired.

• You will receive an email that your posting was submitted.

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Archive your Group Posting Tool confirmation emails in a separate folder, and/or print a copy and file it in the event folder. This keeps a record of the date when the points or miles were awarded, and is useful to answer questions about the MBV3 Marriott Bonvoy Events Property Report and MBV12 Marriott Bonvoy Events Activity Report, as well as questions from finance or other departments.

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Confirmation

The Approver will receive an email notification, indicating a posting is waiting for their approval. The email will contain the event details and revenue totals for review at-a-glance. The Approver will need to open the Group Posting Tool and search for the pending transaction to perform the review.

Reviewing Submitted Events

Once the transaction is successfully submitted, you can use the Search field to locate pending, rejected or approved postings.

• Select the Status.

• Enter the Event Start Date, End Date, and one of the other Search options; or use the Reference Number or Quote Number from the confirmation email.

• Click Find.

Search Results

Events that match the criteria are displayed. To open a transaction, click the hyperlink in the Account Number column. This should be on the prior page.

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Posting Double or Triple Points Incorrectly

• Double and triple points promotions are often used by properties for group business.

• Do not process an event more than one time to award double or triple points.

• The Group Posting Tool automatically calculates and bills for double and triple points, based on your selection in Part III in the ‘Double or Triple Points’ field.

• If the double or triple points promotion is part of a broad Global Loyalty Program initiative, do not enter double or triple points at all – the Marriott Bonvoy Program will manage this.

Delayed Posting of Events

• Keep track of the posting date for an event and process all information within 10 business days after the event has actualized.

Posting Revenue in Local Currency

• All revenue recorded in the Group Posting Tool is in US Dollars (USD).

• The event may be billed and paid in your local currency, but those revenue numbers are converted to US Dollars based upon the current conversion rate.

• Decimals (.) must be used in Dollar amount fields.

• If you copy and paste the number, be sure there are decimals and double zeros (.00) at the end of the number entered.

• For example, if 100 is entered with a one and four zeros (10000), the Group Posting Tool adds the decimal and double zeros and reads this as 10,000.00 instead of the intended 100.00.

Getting Help

Contact Marriott Bonvoy Property Support for help. Contact information can be found in the Marriott Bonvoy Events Associate at a Glance or on MGS, key word search Property Support.

For more information on associate member details and exclusions, refer to the Marriott Bonvoy for Associates page on MGS, keyword search: Marriott Bonvoy for Associates.




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