Accommodation establishments must verify their customers' identity and fill in subsequent accommodation forms.

Accommodation operators can submit these forms electronically in 3 ways:

• by filling in the form online via the application for the electronic collection of data.
  An access request to this application must be submitted first. Its use is free of charge;
• by exporting an XML file from your accommodation software and transmitting it via the online application for the electronic collection of data.
  The data only needs to be keyed in once. The expenses for adapting your software to the application are not covered but it may be shared with other professionals using the same application;
• by connecting your application to an online webservice allowing the real-time exchange of data.
  In this case, additional expenses related to the software adaptation of your own application are not covered.

Who is concerned?

Any collective accommodation or individual private accommodation establishment must fill in / have filled in an accommodation form for each person or group of persons lodged.

During a transitional period of 2 years, the use of the online accommodation form is mandatory for:

• accommodation establishments with 10 rooms or more;
• camping sites with 25 pitches or more.

What are the prerequisites?

The online accommodation form can only be used by the following operating systems :

Operating system:

• Windows 2000
• Windows XP
• Windows Vista 32 et Vista 64
• Windows 7
• Mac OS

Web browser:

• Internet Explorer 6 ou supérieur
• Mozilla Firefox

How to proceed

Accessing the form via the application for the online collection of data

In order to use the application for the online collection of data, you must:

1. download and print the access request form;
2. carefully read, fill in and sign the form;
3. send the completed form by post to:
   Centre des Technologies de l’information de l’Etat
   Secrétariat Technique - Fiches d'hébergement
   1, rue Mercier
   L-2144 Luxembourg
   
   First you will receive a PIN code via email which will allow you to connect to the system.
   The PIN code can only be used once steps 4 and 5 have been completed successfully.
   
   Then, you will receive by post the hardware necessary to complete the connection to the system by post.
   The hardware consists of a Smartcard and a Smartcard reader.
   
4. download and install the middleware for the LuxTrust smartcard to the computer you will use to connect to the online accommodation form application;
5. plug in the Smartcard reader to your computer and insert the Smartcard;
6. connect to the application for the online collection of data and enter your PIN code.

You may then access the accommodation forms and all other system functionalities as described in the user guide.

Individual accommodation forms - single traveler or accompanied travelers

On the day of the traveler's arrival, the accommodation establishment must complete the accommodation form or have it completed by the traveler.

The accommodation operator must request valid ID from travellers of 15 years of age or more to verify their data.

To enter the data the professional must connect to the form via the application for the online collection of data (please see user guide) and create a new individual accommodation form.

The accommodation operator must enter the following information concerning:

• the main traveler:
  • surname;
  • first name;
  • date of birth;
  • place of birth;
  • nationality;
  • ID card or passport number;
  • address.
• the stay:
  • date of arrival;
  • duration or date of departure;
  • purpose of the stay (leasure, business, etc.).
• each person of 15 years of age or more accompanying the traveler:
  • surname;
  • first name;
  • date of birth;
  • place of birth.
• the number of children of less than 15 years of age accompanying the traveler;
• cars (registration number and country of registration).

Group forms - groups or package tours

On the day of the group's arrival, the accommodation establishment must complete the accommodation form or have it completed by the group leader.

The accommodation operator must request ID from the group leader to verify the data entered.

To enter the data the professional must connect to the form via the application for the online collection of data (please see user guide) and create a new individual accommodation form.

The accommodation operator must enter the following information concerning:

• the group leader:
  • surname;
  • first name;
  • date of birth;
  • place of birth;
  • nationality;
  • ID card or passport number;
  • address.
• the stay:
  • date of arrival;
  • duration or date of departure;
  • purpose of the stay (leasure, business, etc.).
• each person of 15 years of age or more accompanying the group:
  • surname;
  • first name;
  • date of birth;
  • place of birth;
  • country of residence.
• the number of children of less than 15 years of age accompanying the group;
• cars (registration number and country of registration).

Completed forms are automatically sent to the relevant public authorities.