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A step-by-step guide to using virtual cards for hotel stays

Corporate travel payments are changing. Motivated by the need for a secure, efficient, and frictionless payment experience, more and more businesses are turning to virtual card payments as their preferred solution for corporate travel. In this guide, we provide a step-by-step overview of the virtual card process for both hotel staff and guests, covering everything you need to know to travel with or accept virtual cards with confidence.

A step-by-step guide to using virtual cards for hotel stays

A staggering 88% of businesses report that they’re either currently using virtual cards or considering it. Juniper Research predict that this growth trend will only continue, with the global value of virtual cards predicted to reach $6.8 trillion by 2026, increasing over threefold from 2021.

With more customers embracing virtual card payments, hotels must ensure they are equipped to process these bookings in order to provide the best experience for travellers.

The virtual card process for hotel staff

Checking in guests using virtual cards is simple. The Third Party Virtual Credit Card Authorisation Form, sent when a trip is booked, includes all of the key information you need to process a virtual card payment.

Pre-trip

  • When the guest’s booking is made, you will receive a Third Party Virtual Credit Card Authorisation Form. The form will be delivered either by email, fax, or API. Ensure you know where to find this form as it contains all of the information you need to process a virtual card booking.

Third Party Virtual Credit Card Form example

  • Update the reservation in your property management system with the details from the Third Party Virtual Credit Card Authorisation Form and/or have this information easily accessible for when the guest checks-in.

At check-in:

  • Check the payment section of Third Party Virtual Credit Card Authorisation Form to understand if there are any specific restrictions to what the virtual card can be charged for. If needed, you can request a guest’s personal card for any uncovered costs.

At check-out:

  • Refer to the Third Party Virtual Credit Card Authorisation Form for specific card instructions and then charge the virtual card as a card-not-present transaction.
  • Top tip: If the guest is a hotel loyalty member, make sure you are charging the virtual card and that payment has not defaulted to the personal card attached to their loyalty account.

After the trip:

  • Share the tax invoice/folio as per the instructions on the Third Party Virtual Credit Card Authorisation Form. Make sure to send the invoice/folio to the unique email address provided on the Third Party Virtual Credit Card Authorisation Form to avoid being chased for documentation by the traveller’s finance team.

 

Hotel staff FAQs

  • What if I need to do a pre-authorisation charge on the card?

    Virtual cards are pre-loaded with a specific value for the cost of the stay. We recommend doing pre-authorisation charges before check-in and/or only charging a nominal amount so that there is no risk of the card declining at check-out.

  • How do I login to my Canary or Sertifi portal?

    You can login to your Canary or Sertifi portal here: Sertifi login, Canary Technologies login

  • I can only see the last 4 digits of the virtual card number, what do I do?

    If you can only see the last 4 digits of the virtual card number it is because your hotel isn’t registered to receive secure email communications. If you would like to update your communication preferences to receive secure email communications, contact Conferma’s Hotel Engagement Team at [email protected].

  • I’m missing information/details that I need to check-in the guest, what do I do?

    If you are missing information that is required for check-in, you can contact the guest’s Travel Management Company (TMC) for further information. The TMC’s contact details can be found at the bottom of the Third Party Virtual Credit Card Authorisation Form.

  • How much does it cost to register with Conferma?

    There is no charge to register your hotel with Conferma. You can register your hotel at Conferma Connect.

  • How do I update my hotel’s details and/or communication preferences?

    If you want to update your hotel’s details or communication preferences, please contact our Hotel Engagement team at [email protected].

  • I can’t find the Third Party Virtual Credit Card Authorisation Form, what do I do?

    If you can’t locate the Third Party Virtual Credit Card Authorisation form you can either ask the guest to resend it via the Conferma app (if they have this downloaded) or contact their Travel Management Company to request that the form is resent.

The virtual card process for hotel guests/travellers

Virtual cards offer many benefits for business travellers. One of the most obvious being that they remove the need for you to cover business expenses with personal funds. Travelling using virtual cards can also offer you more flexibility and freedom from repetitive financial admin tasks post-trip.

Pre-trip:

  • Ahead of your trip, we recommend downloading the Conferma app (available on both Apple and Android devices) so that you can quickly and easily access information about your stay.
  • Make sure you familiarise yourself with your company’s travel policy so that you know what costs will be covered on-trip.
  • Top tip: If, for whatever reason, your trip is cancelled/you no longer require your stay, make sure this is communicated with your Travel Management Company (TMC) so that the virtual card can be cancelled, and reporting can be updated.

At check-in:

  • Advise the hotel staff at check-in that the virtual card details will have been sent to them at the time of booking in a Third Party Virtual Credit Card Authorisation Form. If the hotel staff cannot locate this form, you can use the Conferma app or contact your TMC to request a resend.
  • Top Tip: Depending on your travel policy, you may be asked to hand over a personal card for incidentals if these aren’t covered by your company.
  • If you make any changes to your trip whilst on it (e.g., you plan to leave early or stay longer), make sure to update your TMC immediately so that your virtual card value is adjusted accordingly.

At check-out:

  • Check-out from the hotel as you usually would. Make sure to check your company’s specific policies and request a copy of the hotel invoice/folio if required.

Hotel guest/traveller FAQs

  • What do I do if the hotel requests to see a card at check-in?

    The hotel will have access to the virtual card details via the Third Party Virtual Credit Card Authorisation Form. If they cannot locate this form, you can request a resend either via the Conferma app or through your TMC. Please note, the hotel may also request a personal card from you at check-in for the cost of any incidentals not covered by your company.

Virtual card tips for businesses

The benefits of using virtual cards for corporate travel are extensive. Enhanced security and control, centralised payments data, and improved spend visibility are just a few. In order to ensure your virtual card programme is a success, there are some simple things you can do pre-trip to promote adoption amongst employees.

Pre-trip:

  • Make sure your employees are familiar with the process for travelling using virtual cards and know what to expect at check-in.
  • Inform travellers to check-in with a member of staff if possible. Making use of mobile check-in can mean that if the traveller is a hotel loyalty member, payment will default to the personal card attached to their account.
  • Ensure all travellers are familiar with your company’s travel policy and are aware of what will be covered by their virtual card.
  • We recommend that travellers download the Conferma app (available on both Apple and Android devices) ahead of their trip for easy access to trip information, contact details, and the card details if required.