Guest Register Template (Kniha ubytovaných) — Free Download (Slovakia)

What the register must contain by law

For every guest (Section 24(1) of Act No. 253/1998 Coll.):

• first name and surname (meno a priezvisko),
• identity card or travel document number (číslo občianskeho preukazu alebo cestovného dokladu),
• permanent residence address (adresa trvalého pobytu),
• period of accommodation (doba ubytovania).

For a foreigner, additionally (Section 113(b) of Act No. 404/2011 Coll.):

• nationality (štátna príslušnosť),
• date of birth (dátum narodenia).

Neither of these Acts prescribes whether the register must be on paper or electronic, or its exact form. They only specify what data it must contain. You must allow the police unit to enter the premises of the accommodation facility for an inspection (Section 113(d) of Act No. 404/2011 Coll.).

What this template contains

The landscape A4 table has 13 rows and these columns: sequence number (poradové číslo), first name and surname (meno a priezvisko), date of birth (dátum narodenia), nationality (štátna príslušnosť), identity document number (číslo dokladu totožnosti — ID card / passport, OP / pas), permanent residence (trvalý pobyt — country, municipality, street and number), purpose of stay (účel pobytu), arrival date (dátum príchodu), departure date (dátum odchodu) and notes (poznámka). It thus covers all the data that both Acts above require.

The Purpose of stay (Účel pobytu) column is not prescribed by law for the register. We added it because, for nationals of third countries, the purpose of stay is stated in the official form for reporting the stay (Section 111(1)(l) of Act No. 404/2011 Coll.). You will find the codes in the guide Purpose of stay in foreigner reports.

If your municipality collects the accommodation tax

As a tax payer (platiteľ dane) you also keep a record book (evidenčná kniha) under Section 41a(2) of Act No. 582/2004 Coll., on paper or electronic, with entries in chronological order. It contains similar data to the guest register, but the Act additionally requires in it the date of birth of every guest (not only foreigners), the type of identity document, the length of stay (number of overnight stays) and other records needed to determine the tax correctly. Exemptions from the tax and further details are set by your municipality’s generally binding ordinance (VZN) (Section 43). If the municipality has introduced a flat-rate tax and you agreed to it, the record book does not apply to you (Section 41d(2)). You must, however, keep the guest register (kniha ubytovaných) in any case.

If you want to use this template for the tax as well, we recommend: fill in the date of birth for all guests, write the type of document before its number (for example “OP” or “pas”) and enter the number of overnight stays and any reason for exemption under the VZN in the notes. The template has no separate column for the number of overnight stays. You can prepare the monthly worksheet for the municipality using the accommodation tax record template.

The register does not replace reports

For a foreign guest you must, in addition, verify their identity and ensure that the official form for reporting the stay is filled in, which you deliver to the police unit within five days of accommodating the guest, including electronically (Section 113(a) and (c) of Act No. 404/2011 Coll.). For breaching the duties under Section 113 — including a missing nationality or date of birth of a foreigner in the register — the police unit imposes a fine on the accommodation provider of up to €3,300 (Section 119(2)). The procedure is explained in the guide Reporting foreigners’ stays. You do not report Slovak guests to the police, but they do belong in the guest register (see Do I have to report Slovak guests to the police?).

If the Statistical Office of the Slovak Republic has contacted you, the monthly report CR 1-12 asks for the number of visitors and overnight stays by country of permanent residence. You calculate these figures from the completed register. Who files the report is explained in the guide Statistical report for the Statistical Office.

Digitally in Best Guest

If you run more than one listing, or want the records kept automatically, including preparing the documents for reporting to the Foreign Police, see the Guest register feature in Best Guest. Best Guest prepares the foreigner’s stay report for you, but you file it yourself via portal.minv.sk.