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Hotels that integrate their accounting systems with VCNs – or Virtual Card Numbers – are providing millions of travelers with quick and easy check-in and check-out service. To help you provide that kind of top-notch customer service, we have compiled some frequently asked questions for you below to help you stay on top of all your customers’ needs.
A VCN is a credit card number specially designed for single-use payments. Virtual card numbers are becoming more and more popular because they offer secure, real-time payments and automated reconciliation. Even better, since they are processed as card-not-present transactions, VCNs are accepted at all existing MasterCard and Visa terminals worldwide.
More and more travel intermediaries, are opting to use virtual payments instead of traditional payment methods (like Wire/Ach/Check). The VCN provides a convenient and risk-free way for travel providers to secure and pay for individual travel reservations on behalf of their customers.
These Virtual Card Numbers make payments simpler, smarter, and more secure! Here are added VCN security features for businesses:
VCN’s have been popular among corporate travel managers, travel management companies, and travel agencies since their development in 2000. In addition to reducing fraud, and improving reconciliation and data gathering, they allow the intermediary to become the merchant of record, providing a smoother settlement and payment flow for the customer,
Travel Co. Makes Reservation >> Travel Co. Requests VCN >> Supplier (hotel) Charges VCN >> Transaction Reconciles Automatically >> Travel Co. Settles with WEX.
The nice thing about VCNs is their flexibility. They can be used for early payments, at the time of the reservation, or at check-out. Hotels are simply required to charge the unique VCN to process the transaction.
The controls allow businesses to set limits for each transaction amount. Businesses can also set the timing of the payment (at guest checkout, for example) to specific hotels or other vendors. In the payment instructions, the business manager simply specifies details like “room and tax only,” the number of nights for the guest stay, and any incidentals to be charged directly to the guest traveler. These controls are easy for businesses to use and safeguard against fraud.
Under most circumstances, there is no preauthorization required. The full amount of the guest’s room and taxes will be charged according to the preset date on the card. Incidentals, on the other hand, will be paid by the guest, unless otherwise noted.
The card number will be sent with the booking confirmation. Each VCN is unique for the payment of one booking, whether the booking is for one person or a group traveling together.
Unless the payment instructions say otherwise, the VCN will be charged on guest checkout or at the time of reservation for prepaid cards.
Yes, in addition to the VCN, the guest’s credit card will always be kept on file during their stay. The credit card is typically used to pay for incidentals, unless otherwise noted, and should not be overwritten by the VCN.
In many cases, a charge would be declined if the VCN was authorized at the time of check-in. If this happens, the transaction can be processed by using the pre-authorization code that was given at the time of check-in. If you did not keep a record, you can contact the travel company’s support team.
Note that your system may already store the authorization code. You can refer to your system’s reference manual for more information on how it processes authorizations and transactions.
Contact the travel company’s support team for information on retrieving the number.
When guests are part of one larger booking, then yes, one VCN can be used. Otherwise, each guest is assigned a unique VCN.
The VCN’s charging dates are preset and specified in the payment instructions.
Cancellations are charged to the VCN based on the hotel’s cancellation policy.
Instead, please contact the travel company’s support team to resolve the problem, and always allow the guest to check in or check out while you are resolving the problem.
Learn more about how WEX travel payment solutions can be tailored to your business, so you can accelerate and streamline operations while creating lasting growth and success for your organization.
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