Accommodation registration

Data to be reported

Sections 7 (7) and (8) of Government Decree 235/2019 of 15 October implementing the Act on state responsibilities regarding the development of tourism regions specify the data to be submitted to the NTDSC from the property management system.

“(7) The ... property management system automatically submits

1. statistical data subject to daily data reporting for the target day, not including any personal data pertaining to the guest, within 24 hours of the target day;
2. statistical data subject to monthly data reporting, not including any personal data pertaining to the guest, on the 5th day of the month following the target month;
3. statistical, event-driven data not including any personal data pertaining to the guest, after entry of the guest data into the property management system.

(8) Data subject to data submission as defined in paragraph (7) shall be published by the operator on the electronic interface in the information on technical and verification conditions."

Based on Government Decree 235/2019 of 15 October, the following provide some information on the data subject to data reporting. This information does not replace the detailed instructions pertaining to data reporting published in the technical and authentication conditions in the software manufacturers’ menu.

The accommodation provider is responsible for correctly submitting data to the NTDSC using property management software (PMS). In order for you to report data in a way that complies with current legislation, we recommend that you regularly consult with your PMS supplier on the correct practice for recording data at accommodation sites.

You can view and inspect data regularly submitted to the NTDSC in your NTDSC account, under the Kimutatások (Reports) menu item.

 

Data submission with the daily closure

When a given day is closed, the reservations of guests who have arrived, are currently staying, or who have departed on the given day are submitted to the NTDSC, as well as statistical data on the guests involved. The property management system uses the guest’s personal data to create a depersonalised guest ID, and the data received by the NTDSC are the statistical data belonging to this ID. There is no way of identifying a guest using the guest ID in the NTDSC.

The data submitted on daily closure:

• closed day, date of submission, accommodation ID;
• room data: all rooms, available rooms, out-of-order rooms, out-of-service rooms;
• daily consumption data per housing unit, per category;
• the data on reservations of guests arriving, staying or departing: reservation number, number of beds, sales channel, market segment, total charge, total cost broken down into payment methods, tourist tax (IFA) data, date of check-in/departure;
• the statistical data of guests in a given reservation: birth year, sex, citizenship, country of residence, home address post code.

 

Event-driven data transmission

Event-driven data are sent when a certain event takes place at the accommodation site in question. Events connected to the various stages of a booking may be:

• arrival;
• departure;
• changing an accommodation unit;
• submitting a booking (new or amended).

The following data must be submitted for arrivals, departures and accommodation unit changes:

• event type (arrival, departure, accommodation unit change)
• date of event
• reservation number
• accommodation unit(s) in question
• the statistical data of the guests in question: birth year, sex, citizenship, country of residence, home address post code

Data to be submitted for bookings:

When first connecting to the NTDSC, the property management system must submit to the NTDSC all bookings with future arrival dates already entered into the software.

The property management system then submits in real time all reservations entered, modified or cancelled in the property management system.

Data to be submitted for all future reservations:

• arrival date;
• departure date;
• booking date;
• accommodation unit for which the reservation was entered;
• the gross value of the reservation (not the price code!);
• market segment;
• citizenship;
• the channel used to make the reservation.

Submitting the number of guests associated with the reservation is optional.

It is important to record the exact booking value for future reservations and to submit these to the NTDSC using the property management system. Entering the price code instead of the gross cost of the reservation is not correct, even if the software manufacturer provides this option in the software. If the field for the gross cost of the reservation is filled in with a price code that, say, consists of numbers only, which is then submitted by the software, the NTDSC will consider the series of numbers in the field to be the gross cost of the reservation, as that is the content expected in the field.

The price of a reservation can be entered in any currency which is supported by the property management system. It is important, however, that prices must be submitted to the NTDSC in HUF only, whether it be an accommodation fee or any other charged item. The property management system must convert the price to HUF before submitting the data.

 

Data on revenue from other than accommodation services

The property management system must also report revenue obtained from other than accommodation services to the NTDSC. Accommodation sites must submit these data once a month, no later than the 4th day of the following month.

These revenues come in in the following breakdown:

• catering establishment revenue (cumulative gross value for the month, in HUF)
• revenue from spa and wellness services (cumulative gross value for the month, in HUF)
• revenue from other services (cumulative gross value for the month, in HUF), categorised by payment methods.

The “interface documentation” published in the SZOFTVERGYÁRTÓK (SOFTWARE MANUFACTURERS) menu item has a precise, itemised list and definitions of the data required or optional for software manufacturers.

Software

Only property management systems which are able to communicate with the NTDSC are suitable for data reporting. There follows a continuously expanding list of property management systems that have certification issued by the HTA for data reporting to the NTDSC/SZÁLLÁS (ACCOMMODATION) module. Before starting data reporting, the property management system must be configured in accordance with Government Decree 235/2019 of 15 October implementing the Act on state responsibilities regarding the development of tourism regions. The manufacturer or operator of the selected property management system can provide assistance in this process.

 

Software able to report data to the NTDSC/SZÁLLÁS (ACCOMMODATION) module

 

Free software

Under the terms of operative legislation, the HTA provides private and other accommodation sites, guesthouses, community accommodation locations, holiday house resorts and holiday boats with no more than 8 rooms and 16 beds with property management software free of charge. This software is suitable for performing all administrative tasks and enables the daily reporting of data to the NTDSC to be done quickly and easily. The VENDÉGEM software can be requested free of charge on the NTDSC interface when registering the given accommodation site in the NTDSC.

The application can be used immediately following NTDSC registration, all it requires is internet access and a smartphone with a camera. The natural person who registered the given accommodation site in the NTDSC can log into the VENDÉGEM application for the first time using customer portal login details.

Everything you need to know about the application can be found on the information page.

info.vendegem.hu

 

The application can be opened from the vendegem.hu website.

Monitoring

Proceeding in their competence as commercial authority, the notary with regional jurisdiction for the registered address of the accommodation location shall monitor the NTDSC registration of sites, as well as regular and accurate data reporting. After performing the check, the notary shall notify the NTDSC operator of any accommodation sites that do no not have a property management system, or which have been found by the official inspection to have not registered in the NTDSC, or have not complied with the data reporting obligation specified in Government Decree 235/2019 of 15 October implementing the Act on state responsibilities regarding the development of tourism regions, or have done so incorrectly. The notary may check the accommodation site either electronically (by logging in to the NTDSC) or by means of an on-site inspection. The notary is entitled to view and check the accommodation provider’s registered data and to retrieve and view the data needed for checking the incoming guest night and tourism tax data, as well as the analyses produced from these.

If any of the legal or official regulations regarding accommodation sites are violated, the notary shall prohibit the operation of the site not featured in the records and not registered with the NTDSC with immediate effect, and impose a fine on the operator concerned.