Online Portal FAQ's

Q: HOW DO I REGISTER AND CREATE A BTB ONLINE ACCOUNT?

A: BTB automatically registers all licensed accommodations for a BTB Online Account. If you do not know your online account access information please contact our licensing officer at [email protected] or [email protected]. The main administrator user of the account can also create additional sub-account users for the same property.

Q:  WHAT IS MY CONTROL ID?

A: Your BTB control ID is an 8-digit alphanumeric ID that uniquely identifies you as an account holder with the BTB. The combination is 3 letters + 5 numerals E.G. HOT00123. This can be seen on all BTB invoices and receipts issued after April 1st, 2017. To find out your BTB control ID, call the BTB licensing department at 227-2420 ext.1 or send an email to [email protected] or [email protected].

Q: WHAT DO I DO IF I FORGET MY LOGIN PASSWORD?

A: You can reset your password by clicking on “Forgot Password” on the BTB Online Portal login screen. Once this is selected you will be prompted to enter an email address for the system to generate a temporary password which will be emailed to you.

Q: WHAT ARE THE DIFFERENT SECURITY LEVELS FOR USERS?

A: There are 4 different types of security levels for online portal users:

• Administrator: has full access and is able to create additional sub-user accounts; can only be created by a BTB administrator for the owner or manager.
• Accounts: has the ability to create GRF and MATR
• Front Desk: has the ability to create GRF
• Viewer: has only view access

Q: CAN I CREATE ADDITIONAL USERS?

A: Only an administrator user has the ability to create additional accounts with security levels for front desk, accounts or viewer users. Only a BTB administrator can create an administrator user for the owner or manager.

Q: HOW DO I FILL OUT A GUEST REGISTRATION FORM?

A: To fill out a Guest Registration form you must complete the following steps:

• Go to the BTB Online Site at https://online.belizetourismboard.org
• Login using your BTB Online account credentials
• Go to the ‘Guest Registration’ Tab
• Select ‘Add Guest Registration’ sub-tab
• Input the guest, document and room information
• Review and ensure completion of mandatory field entries
• Select the verification checkbox
• Select ‘Submit Completed Form’
• Review your guest registration form by going to the ‘Guest Registration List’

Click link to see instructional video

Q: DO I STILL NEED TO FILE THE MANUAL GUEST REGISTRATION FORM (GRF) IF I HAVE SUBMITTED THE GRF ONLINE ALREADY?

A: No, you will not need to file the manual GRF forms if you have submitted via the BTB Online Portal.

Q: CAN I STILL BE USING THE MANUAL GUEST REGISTRATION FORM (GRF)?

A: No. Due to COVID-19, a new policy was implemented in March 2020 whereby only Online Guest Registration Forms should be used and submitted to the BTB and using the online automatic Tax Return.

Q: DO I NEED TO COMPLETE A GUEST REGISTRATION FORM FOR A COMPLIMENTARY STAY?

A: Yes, a guest registration form must be completed for all guest stays since the rental space was occupied. If complimentary is selected as “Yes”, all charges will automatically become zero.

Q: HOW DO YOU COMPLETE A GUEST REGISTRATION FORM FOR GUEST STAYS DURATION SPANNING SEPARATE MONTHS?

A: Guest stays that span a two-month period can either be reported on two separate forms and reported each month, or on a single form and reported at check-out. If separate Guest Registration Forms will be used, the second must begin with the last date of the previous month.

Q: WHAT SHOULD I SELECT FOR THE NEW RENTAL SPACE TYPE FIELD?

A: The rental space type field is a new entry field required to help identify the accuracy of the occupancy information collected. Specify the type of rental provided for guest use by indicating if the rental space is a Room (an enclosed area sold as a single rental space – eg. Hotels), Unit (more than one room sold together as a single rental space – eg. Condos), or Bed (one bed sold as a single rental space – eg. hostels).

Q: HOW DOES THE NO SHOW FEATURE WORK?

A: This is a yes or no option. If yes is selected this indicates that the reserved guest did not show up for the rental stay but non-refundable fees was collected for blocking the rental space. Upon saving or updating, number of adult and children guests and nights of stay will be changed to zero for correcting statistic purposes. Please ensure accommodation charges are adjusted to only reflect accurate revenues.

Q: HOW DOES THE TAX EXEMPTION FEATURE WORK?

A: This is a yes or no option. If tax exempt is ‘Yes’, tax calculation will not be applied to the GRF. An authorized letter of exemption from the Ministry of Foreign Affairs must be attached for GRF Status to change from pending to completion and be allowed for MATR calculation.

Q: HOW TO ENTER SIGNATURES AND IS IT MANDATORY?

A: Guest signature is an optional field but can still be recorded by selecting Guest Registration List from the menu options and clicking the sign button next to the GRF that you wish to sign. The signature can be recorded using a mouse or a touch device.

Click link to see instructional video

Q: CAN I MODIFY GUEST REGISTRATION FORMS CREATED?

A: Guest Registration forms are open for modification and are only locked once it has been used for the creation of a tax return. Below are the steps:

• Select the Guest Registration Form Tab
• Select ‘Guest Registration List’ from drop down menu
• Select the Guest Registration Form that requires update
• Edit guest, document or rental space information
• Select verification checkbox and Click on ‘Update GRF’

Click link to see instructional video

Q: CAN I DOWNLOAD A LIST OF GUEST REGISTRATION FORMS I HAVE CREATED ON THE BTB PORTAL?

A: Yes, as a new feature added, you are able to download excel report for the date period of Guest Registration Forms you have entered on the BTB Online Portal. Below are the steps:

• Select the Guest Registration Form Tab
• Select ‘Guest Registration List’ from drop down menu
• Select Begin and End Dates
• Select ‘Download GRF List’ to download an excel of the Guest Registration Forms

Q: CAN I VOID GUEST REGISTRATION FORMS CREATED?

A: You can void a guest registration form and remove it from tax return calculation. Please note that the record is still kept. Below are the steps:

• Select the Guest Registration Form Tab
• Select ‘Guest Registration List’ from drop down menu
• Select the Guest Registration Form you wish to void
• Select the verification checkboxes
• You can enter a reason for voiding
• Click on ‘Void GRF’

Click link to see instructional video

Q: CAN I SEE LOG OF ACTIVITY?

A: All user activity is recorded on the portal. Any creation, updates, or voiding of forms are recorded by user and date. To see activity logs, follow steps:

• Select User Management Tab
• Select Activity Log from drop down menu
• Enter user and date range to search for logs

Q: CAN I UPLOAD GUEST REGISTRATION DATA FROM MY RESERVATION SYSTEM TO THE BTB ONLINE PORTAL?

A: You can upload guest data from your reservation system to BTB’s online portal by using a csv file. The specifications of the csv file can be found on the upload/import file tab on the portal. All fields must comply with the instructions outlined in the sheet for it to be uploaded to the portal. Updates were made to the specifications due to the new rental space field added. Click the link to download GRF File Import Specification v.1.4 and Import Sample file for reference. Below are the steps:

• Select Guest Registration Form Tab
• Select ‘Upload Import File’ from drop down menu
• Choose CSV file from your computer and enter a description
• Click on ‘Upload’

Click link to see instructional video

Q: HOW DO I AUTOMATE MY TAX RETURN WITH ONLINE GUEST REGISTRATION FORM?

A: To automate your monthly tax declaration you must complete the following steps:

• Select ‘Create Tax Return’ Tab.
• Enter ‘Year’ and ‘Month’ of Tax Return to declare
• Select ‘Search GRF List for Automated Tax Return’ button (List of GRF for the period will be shown with ability to open, void & edit)
• Review the preview subtotal of revenues and taxes from GRF List (Note only GRF with ‘Completed’ status will be used to calculate tax return)
• Select ‘Calculate Tax Return’. (Tax Return form will be generated automatically with GRF list)
• Review Tax Return Form and Enter ‘Total Nights Unavailable’ by rooms, units, and beds breakout
• Click on ‘Submit Completed Form’ to create Invoice
• Statement will be displayed for the Payment Link

Click link to see instructional video

Q: CAN I STILL DO THE MANUAL ENTRY FOR THE ONLINE TAX DECLARATION?

A: No. Due to COVID-19, a new policy was implemented in March 2020 whereby only Online Guest Registration Forms should be used and submitted to the BTB and using the online automatic Tax Return. The Manual Entry process should only be used for submitting Nil Returns.

Q: HOW DO I MAKE A NIL RETURN OR MANUAL TAX RETURN?

A: Manual Tax Return process should no longer be used. Due to COVID-19, a new policy was implemented in March 2020 whereby only Online Guest Registration Forms should be used and submitted to the BTB and using the online automatic Tax Return. The Manual Entry process should only be used for submitting Nil Returns. Below are the steps to create a Nil Return:

• Select ‘Tax Return’ Tab > Select ‘Create Tax Return’ Sub tab
• Select ‘Enter a Nil or Manual Tax Return’
• Enter ‘0’ for first and last guest registration serial number
• Ensure that all other fields are ‘0’
• Select checkbox in the declaration
• Enter ‘submit completed form’

Click link to see instructional video

Q: DO I STILL NEED TO FILE THE PHYSICAL MONTHLY ACCOMMODATION TAX RETURN (MATR) FORM IF I HAVE SUBMITTED THE MATR ONLINE ALREADY?

A: No. You will not need to file the physical Tax Return forms if you have submitted via the online portal.

Q: WILL I GET AN INVOICE AND RECEIPT WHEN USING THE BTB ONLINE PORTAL?

A: Yes. When you submit the tax declaration online, an invoice will be generated and reflected in your account. You will be able to save or print a copy. Payments made through the banks will be issued a receipt by the respective bank. The bank will send BTB a report of the daily transactions made via the portal. BTB will then replicate the payment transaction with your bank receipt number, date and amount. All bank payments will be reflected the following business day. Once your BTB receipt is created, you can access, view or print via your BTB Online Account.

Q: CAN I SELECT THE PERIOD OF TAX REPORT I WANT TO MAKE PAYMENT FOR?

A: No. You will not be able to select the invoices you want to make payment for with the accounting system BTB has implemented. With a payment to account system, you will have an overall balance where payment will be made towards balances. This is based on an aging sequence of non-interest bearing balances such as penalties and fines first, followed by taxes.

Q: DO I NEED TO FILE A TAX RETURN IF I DO NOT HAVE ANY GUEST FOR THE PERIOD OR WAS TEMPORARILY CLOSED?

A: Yes. You will need to file a return once you are licensed for a given year or period. The tax return will be a nil-return report confirming to the BTB that there were no revenues for the tax period. The nil return is still subject to the tax submission due date on or before the 14^th of the following month which can be made online. Failure to submit will result in a violation ticket. Below are the steps to create a Nil Return:

• Select ‘Tax Return’ Tab > Select ‘Create Tax Return’ Sub tab
• Select ‘Enter a Nil or Manual Tax Return’
• Enter ‘0’ for first and last guest registration serial number
• Ensure that all other fields are ‘0’
• Select checkbox in the declaration
• Enter ‘submit completed form’

Q: HOW DO I MAKE AN ONLINE PAYMENT?

A: To make an online payment please do the following:

• Take note of your Invoice or Statement Balance Amount (you will need this for your online payment)
• Click “Pay now”
• Select your Bank of Payment
• In your Bank Portal, log on with your Bank credentials
• Go to the Bill Payment Tab
• Select Belize Tourism Board (BTB) for payment
• Input your BTB Control ID as the Account Number
• Input your recorded Invoice or Statement Balance Amount for Payment
• Confirm payment process
• Review and record bank receipt

Q: WILL I BE ABLE TO VIEW MY ACCOUNT BALANCES?

A: Yes, follow the steps below:

• Go “Reports” Tab
• Click on “Statements” sub-tab
• Select your statement beginning period ‘month’ and ‘year’
• Review your statement account balance

Q: HOW DO I MAKE AN OVER THE COUNTER PAYMENT?

A: Making a payment over the counter at the bank is fairly simple. Please do the following:

• Print your BTB Invoice or Statement
• Present your Invoice or Statement to the bank teller requesting to make a Bill Payment to BTB
• Make your payment to the bank teller
• Review and record bank receipt

Q: WHICH BANKS CAN I USE?

A: The participating banks are: Atlantic Bank, Belize Bank, Heritage Bank and Scotia Bank.
Payments are processed through their online portal bill payment feature. Due to COVID-19, please check with your bank if they are still providing over the counter bill payment services. Access to the bank portal will be prompted when you select a ‘pay now’ link after an invoice is generated. BTB has now implemented a payment to account system which will be tracking account by overall balances due. Payments from different banks or account deposits will be accepted once you use the same Control ID number.  Please note that taxes are to be paid in full on or before the 14^th of the following month to not incur penalty and
fines

Q: WILL CREDIT CARD/PAYPAL PAYMENTS BE ACCEPTED?

A: Credit Cards, PayPal and other e-commerce payment options are currently unavailable.

Q: CAN I STILL SEND MY DECLARATIONS BY MAIL?

A: No. Due to COVID-19, a new policy was implemented in March 2020 whereby only electronic forms will be accepted by the BTB. Hoteliers are to only use the BTB Online Portal to submit the guest registration forms and automatic Tax Return.

For further information kindly contact the BTB at 227-2420 or email:

Licensing matters: [email protected]

Tax matters: [email protected]

Online matters: [email protected]

Investment matters: [email protected]

Q: CAN I STILL MAKE PAYMENT AT THE BTB OFFICE?

A: No. Due to COVID-19, a new policy was implemented in March 2020 whereby all payments should be made through the Online payment process through the banks.

Q: WILL THE DUE DATE FOR MY TAX DECLARATIONS REMAIN THE SAME?

A: Yes. Due dates will remain the same as per Section 23 of the Hotel and Tourist Accommodation Act Chapter 285 of the laws of Belize. Tax submissions must be received
on or before the 14^th of the following month, whether it is submitted online, mailed in, or personally delivered to our BTB Office, so that penalties and fines are not incurred. Please note that the mailing stamp date will not be considered as the receipt date.

Q: WILL THERE BE ANY CHANGES IN PENALTIES AND FINES FOR LATE PAYMENTS?

A: No. Penalties and fines remain the same per Section 25 of the Hotel and Tourist Accommodation Act. Fines and penalties will be automatically invoiced monthly but are non-interest bearing. These include:

• Surcharge of 10% – charged for the late payment of taxes. The one-time 10% surcharge is applied to the principal tax once the payment is received after the 14^thof the following month.
• Interest of 5% – additional charge for taxes remaining in default. The penalty charge of 5% interest is charged upon the expiration of the first 30 days of taxes being in default and at the beginning of every other 30-day period.
• Violation Tickets of 3X room rate – charged for failure to submit a monthly tax return, guest registration forms, non-payment of taxes, or any other violations against the Hotel Tourist Accommodation Act (HTAA) Act. The violation ticket is a fine of 3 times your highest declared room rate.