VCB — Room Arrangement & Budgeting

This document describes how travellers are assigned to rooms and how room costs are calculated for trips governed by the VCB corporate policy.

Key Concepts

Term	Description
Trip	A travel request containing one or more travellers.
Traveller	An individual assigned to the trip, with a defined level, department, and gender.
Segment	A single leg of travel with a destination and date range.
Room	An accommodation unit assigned to one or more travellers within a segment.
Room Night Budget	The maximum nightly accommodation cost allowed per traveller, based on their level, department, and destination.

Room Arrangement Rules

1. Gender

Travellers of different genders may not share a room.
Travellers of the same gender must be grouped together.

2. Room Occupancy

If the number of same-gender travellers is even, all rooms for that group must have at least 2 occupants — no single-occupancy rooms are allowed.
If the number of same-gender travellers is odd, exactly one room will have a single occupant; the rest must be shared.

3. Solo Room Entitlement

A traveller is always assigned a single-occupancy room if any of the following apply:

By title — the following positions are entitled to a solo room:

#	Title (Vietnamese)	Title (English)
1	Chủ tịch HĐQT	Chairman of the Board
2	TGĐ	General Director (CEO)
3	Thành viên HĐQT	Board Member
4	Trưởng BKS	Head of Supervisory Board
5	Phó Bí thư thường trực Đảng ủy VCB	Standing Deputy Secretary of VCB Party Committee
6	Phó TGĐ	Deputy General Director
7	Kế toán trưởng	Chief Accountant
8	Giám đốc Khối	Division Director
9	Phó Giám đốc Khối	Deputy Division Director
10	Giám đốc ĐVTV	Director of Member Unit
11	Phó Giám đốc ĐVTV	Deputy Director of Member Unit

By circumstance — solo room is also granted when:

The group contains two travellers of different genders who cannot share a room.
Special circumstances make a shared room unavailable (e.g. the accommodation cannot provide a double room).

Room Budgeting Rules

1. Individual Room Night Budget

Each traveller has a room night budget determined by three factors:

Factor	Description
Level	The traveller's seniority or job grade.
Department	The traveller's organisational unit.
Destination	The location of the trip segment.

2. Shared Room Cost

When two or more travellers share a room, the nightly cost for that room is calculated as:

Shared room formula
Room Cost = Highest Budget among occupants × Number of occupants × 0.5

The shared room cost is always based on the highest individual budget in the room, not the average.

Examples

Traveller	Budget/night
A	1,000,000 VND
B	800,000 VND

Room Cost = 1,000,000 × 2 × 0.5 = 1,000,000 VND/night

Traveller	Budget/night
A	1,200,000 VND
B	1,000,000 VND
C	900,000 VND

Room Cost = 1,200,000 × 3 × 0.5 = 1,800,000 VND/night

Single-occupancy room

When a traveller stays alone, the room cost equals their individual budget (multiplied by 1 × 0.5 does not apply — the full budget is used).

Summary

Scenario	Room Assignment	Cost Formula
Same gender, even count	All rooms shared (2+ occupants)	`Highest budget × occupants × 0.5`
Same gender, odd count	One solo room, rest shared	Solo: individual budget; Shared: `Highest budget × occupants × 0.5`
Solo-entitled level	Single-occupancy room	Individual budget
Different genders	Separate rooms required	Each group calculated independently

Key Concepts​

Room Arrangement Rules​

1. Gender​

2. Room Occupancy​

3. Solo Room Entitlement​

Room Budgeting Rules​

1. Individual Room Night Budget​

2. Shared Room Cost​

Examples​

Two travellers sharing a room​

Three travellers sharing a room​

Single-occupancy room​

Summary​