Everything You Need to Know About Phaedrus Stays

You tell us your headcount, arrival date, and approximate assignment duration. Phaedrus identifies the right hotel from our our partner network, negotiates the monthly rate, and presents the placement for your approval before proceeding. Once approved, a written accommodation agreement is executed between your company and the hotel. Workers arrive to keys waiting — your HR team receives one invoice per month and does nothing further.

The agreed monthly rate is all-inclusive — room, utilities, WiFi, housekeeping, breakfast, and on-site laundry. There are no nightly surcharges, no weekend premiums, and no separate utility bills. The hotel invoices your company directly at the single agreed rate each month. The exact rate may vary slightly by hotel tier and room type, but the all-inclusive structure is consistent across all Phaedrus placements.

Standard placement is 48 to 72 hours from your initial request to confirmed booking. In most cases, the written agreement is executed and the room confirmed within the same business day once you approve the placement. We recommend contacting us at least one week before the intended arrival date, but urgent placements within 24 hours have been accommodated when rooms are available.

Most states exempt extended-stay accommodation from lodging tax when the stay is 30 or more consecutive days under a written agreement — and the exemption applies from Day 1, not after 30 days have elapsed. Every Phaedrus placement uses a written accommodation agreement executed before check-in. At $1,500/month per room, this saves approximately $150–$188 per worker per month in avoidable lodging tax — over $11,000 per 10-worker crew on a 6-month project.

You'll be placed in a full-service hotel at the project location — not a short-term rental or shared house. Hotels in the Phaedrus network are midscale to upper-midscale branded properties with consistent amenities: private room, daily housekeeping, breakfast, WiFi, and on-site laundry. Your employer selects the tier. You arrive to a confirmed room with keys waiting — no check-in confusion, no shared lease, no surprises.

No. When your employer arranges housing through Phaedrus Stays, the hotel invoices your company directly. You do not pay nightly hotel rates, submit expense receipts for lodging, or manage any billing. Some employers structure the lodging benefit under an IRS accountable plan, which may make the benefit non-taxable to you. Ask your HR team whether your company's plan qualifies — the specifics depend on how the arrangement is documented.

The written accommodation agreement specifies the placement term. If your assignment ends before the agreed term, your employer handles the early departure with the hotel — Phaedrus can assist in negotiating early-exit terms. Because placements are month-to-month rather than multi-month leases, the exposure is typically limited to the current billing month. Workers are not personally liable for the accommodation agreement — that contract is between the employer and the hotel.

Yes. Extensions are common and straightforward. Your employer contacts Phaedrus, we confirm room availability with the hotel, and the accommodation agreement is extended under the same terms. As long as the room is available, extensions are typically confirmed within 24 hours. There is no penalty for extending, and the monthly rate remains consistent with the original agreed rate for the duration of the project.

Phaedrus acts as a placement intermediary — we bring extended-stay corporate guests to partner hotels under pre-negotiated monthly rates. For hotels, this means predictable occupancy, reduced front-desk friction, and direct corporate billing rather than individual guest payment. All placements are executed under a written accommodation agreement between the employer and the hotel. Phaedrus manages the relationship, coordinates check-in logistics, and handles any issues that arise during the stay.

Guests are workers on temporary assignment — typically construction crews, infrastructure project workers, rail and transportation workers, and skilled trades on project contracts. Some guests are employer-sponsored, with the company paying the hotel directly. Others are independent workers who arrange and pay for their own accommodation through Phaedrus. In all cases, stays range from 30 to 90 days and are executed under a written agreement. This is not a leisure travel channel — all placements are work-related extended stays.

Monthly rates are negotiated directly between Phaedrus and the hotel before each placement, based on room type and available inventory. The employer is billed monthly by the hotel at the agreed rate — Phaedrus is not in the billing chain. Hotels invoice the employer's company directly, which simplifies accounts receivable and eliminates individual guest payment issues. Rates are fixed for the agreed term and not subject to nightly yield fluctuations once the accommodation agreement is executed.

The minimum placement term is 30 consecutive days. This threshold is required for the extended-stay lodging tax exemption to apply and is also the minimum practical term for monthly rate negotiation. Most placements run 60 to 90 days, with extensions common on longer infrastructure projects. Hotels should have at least one room available for the full term before a placement is confirmed — Phaedrus does not commit to placements against uncertain inventory.