Disclaimer: Confirm with your tax authority and state and local laws whether your claim payment is taxable.
Step 1 :Create a new accounting item in Track:
| Field |
Value |
| Item Name |
Roam Claim Payment |
| Revenue Account |
Roam Claim Reimbursements (tbd based on your accounts) |
| Type |
Non-taxable |
| Category |
Reservations, Folios (tbd based on your categories) |
|
|
This ensures claim income doesn’t inflate taxable guest revenue.
Step 2: Create a Reservation Charge to Represent the Claim
When a claim is paid (note this won’t automatically come into the the Track, and will just come in directly to Track once you claim it).
- Go to the original reservation in Track.
- Add a new Reservation Charge using the item from Step 1.
- Set the charge amount equal to total reimbursed by Roam (e.g. Rent + Admin + Roam Premium).
- Add a note: “Roam claim reimbursement – [Claim ID]” or similar.
Post a New Reservation Charge
- Amount = what Roam is reimbursing (e.g., $382.18)
- Item = Roam Claim Reimbursement (custom accounting item, see earlier setup)
- Description = "Roam Claim Reimbursement – [Claim ID]" (for audit clarity)
- Date = date of claim approval or ACH receipt
- Taxable = No
This reopens the folio with a balance due from Roam (not the guest).
Step 3: Match Roam Claim ACH Deposit to Track Payment
When you receive funds via ACH from Roam (or in reality, our underwritter):