Viewing and Changing Hotel Master and Owner Information

Last Revision:  July 31, 2024

The Hotel Master screen gives all the relevant information about a hotel, including tax units that are associated with the hotel. Authorized users can make changes and add new hotels on this screen. They can also add and change owners of hotels.

Entitlements:

HOTMASTER: View the Hotel Master and Ownership screens

HOTMASTER_UPDATE: Update the Hotel Master and Ownership screens

HOT_UPDATE_HOTEL_PERCENT: Use the Active checkbox next to Distributing Tax Unit

  1. Enter 5 in the Select box on the Main Menu, then press Enter, or select Account Search on the Go To list; the Owner/Hotel Master Summary screen will appear.
  2. If you are carrying a hotel number from another screen it will appear in the Hotel ID field along with any other available data.

 If the Hotel ID field is blank, enter a number in the space provided and press F8.

If you would like a different ID than the one currently displayed, press F7, key in the new one, then press F8.

  1. Click the Hotel Master tab.
  2. The following information for this account will be displayed.
FIELD DESCRIPTION
Hotel ID (view only) System-generated number assigned to this hotel
Name Hotel name
Address Hotel address
State ID State ID
State Hotel No State Hotel number
CAD No. Appraisal district no.
Optional CAD No. Optional Appraisal District number
No. of Rooms No. of hotel rooms for this hotel
Phone Phone number of hotel
Email Email address for hotel
Fax Fax number for hotel
Filing Frequency Filing Frequency
Online Payer Indicates if the hotel was paid online
Active Indicates if the hotel is still doing business
Trailing Message Message in preference HM_TRAILING_MESSAGE will appear on Select Filing Period screen in web site portal. (For Harris County, used for hotels with balance due prior to 1/1/2008.)
Change Date System-generated, the last date a change was made to hotel info
Operator System-generated, the last operator to make a change to hotel info
Distributing Tax Unit Tax unit(s) that collects occupancy tax in HOT
Collecting Tax Unit Tax unit(s) that receive occupancy tax from the distributing unit.
Rate Tax rates for each unit (the distributing tax rate is total of the rates for collecting units
  1. Owner information is now shown on the Ownership tab
  2. To change information for an existing hotel, click Edit. Required fields are highlighted in blue; other editable fields are in white. The following fields can be changed or completed for the first time:
  • Name (of the hotel)
  • Address, city, state, zip code
  • CAD No., Optional CAD No.
  • No. of rooms
  • Phone, email, fax
  • Filing frequency
  • Online payer
  • Active
  • Distributing tax unit (includes Active and Force Discount checkboxes)
  1. Click Save after making your changes. Click OK to the confirmation message.
  2. To add a new hotel, click New Hotel.
  3. The following pieces of data are required.:
  • Name (of the hotel)
  • Address, city, state, zip code
  • Active (checkbox)
  • Distributing tax unit (the Active box must also be checked)
  1. Enter any other information that is available about the hotel.
  2. An owner must be associated with the hotel before saving the information. Click the Ownership tab.
  3. The Management Information and Owner Information fields must be filled in.
  4. In the Management Information section, fill in the Management Address,City, State, and Zip, plus the Ownership Start date. Click the Same as Hotel Address or Same as Owner Address if appropriate.
  5. Click Change Owner.
  6. If you are linking the hotel to an existing owner, press F9 in the Owner No. field to see a list of existing owners.
  7. Select the appropriate owner, then click OK.
  8. Enter the Owner Start Date, which is the date the owner assumed ownership of this hotel. This determines which quarter the ownership began. This ownership will appear on the SIT portal as well.
  9. Click Save. You will be returned to the Ownership tab.
  10. If you are creating a new owner, click Change Owner.
  11. Click New Owner. The Owner No. auto-populates with a new number
  12. The following pieces of information are required:
  • Owner name
  • Owner address (at least one line) - click the Same as Hotel Address or Same as Management Address box if appropriate
  • City, state, zip code
  1. Enter other information as desired: contact name, TIN, phone, fax, email.
  2. Click Save. You will be returned to the Ownership tab. Any information added or changed on the Hotel Master tab is also saved.
  3. To view a list of owners currently or previously associated with the hotel, click Owner History. A pop up window appears, containing the following information for each owner: Start Date, End Date, Owner No., Owner Name, Management Contact, Change Date, Operator. Cl
  4. Click Close to return to the Ownership tab.