6.4. Billing and Collection

• For ADB personnel, ADB pays the hotels directly at the end of the meeting, only for the room charges for the official period of stay communicated by ADB. Each hotel prepares a master account, listing the name, date of check-in and check-out, type of room, rate, actual cost, service charges, and total for use when billing ADB. Supporting documents are attached. ADB uses the accommodation booking advice as a reference for paying with the ADB master account (Appendix 53). ADB pays only the tax-exempted rate for single occupancy for Category A. In accordance with its Charter, Article 56, ADB is exempted from all taxes, national, municipal, and provincial.  
  
• The hotel is responsible for billing individual ADB personnel upon check-out for all incidental expenses (e.g., laundry, room service, and telephone calls) incurred during the period of stay in the hotel. If an ADB staff member brings an accompanying person, and there is a difference between the rate for single and double occupancy, the hotel bills the staff member for the difference in the rate. The ADB staff member is also billed for any personal stay at the hotel before or after the official dates of the meeting. The hotel may refer to the accommodation booking advice as a basis for the charges to be paid under the personal account of the staff member, which should be billed upon check-out. It is preferred that the preferential rate negotiated for the annual meeting is honored for extended personal stays where possible.
• For the ADB President, ADB pays the room accommodation and all incidental expenses (including laundry, room service, and telephone calls). These charges are included in the ADB master account.
  
• For seminar speakers, unless otherwise specified, ADB pays only for the single occupancy room charges for the official period of stay communicated by ADB. All other incidental expenses are billed directly by the hotel to the individual speaker upon check-out.
  
• To facilitate payment, the PCO and/or the hotels submit to ADB a completed supplier information form. Details on the ADB Annual Meeting payment process are provided in Chapter 27. Payments by ADB.
  
• For Categories B and C, bills for rooms and other incidental charges and collections are the responsibility of the hotel and/or the PCO, by mutual arrangement. ADB accepts no responsibility for any unpaid accounts or claims, nor does it guarantee payment for unused rooms. It is therefore incumbent upon the hotel to collect any charges due from the participants upon check-in or check-out of the hotel.