The "Pay at Hotel via Company Card" feature in ITILITE allows your company to directly pay for eligible hotel bookings that are typically marked as "pay at hotel," using a secure one-time virtual card. This eliminates the need for travelers to pay out of pocket at check-in.
Table of Contents
How it Works for Travelers
When a hotel booking is designated for "Pay at Hotel via Company Card," travelers will observe specific indicators throughout the booking process and on their travel documents:
- Search Results: On the hotel search results page, eligible rooms will display both "Pay at Hotel" and "Company Paid" tags.
- Confirmation and Summary Pages: After booking, the confirmation and summary pages will show a "One time virtual card" tag, often with a tooltip, clearly indicating that the company will pay for the booking.
- Hotel Voucher: The hotel voucher will include the payment method and the last four digits of the virtual card, providing proof to the hotel that a company card is on file.
- Booking Emails: Unlike standard "pay at hotel" bookings, confirmation emails for these virtual card payments will not contain the message "Amount need to be paid by traveller at time of check in."
Admin View & Configuration
For client admins, this feature offers enhanced control and visibility over hotel payments:
- Eligibility: This feature is available for companies that have ITILITE Cards enabled and have configured hotel virtual card payment (CCAuth).
- Dashboard and Reports: In the ITILITE dashboard, these bookings are clearly tagged as "Pay at hotel via company card." For reconciliation, MIS and finance reports will show the payment mode as "Central - One time virtual card," along with the virtual card's last four digits and an "ITILITE issued one time card" flag.
- Configuration Visibility: As an admin, you can view whether the virtual card configuration is enabled or disabled for your company under the `Booking permissions` → `Hotel bookings` section of the client dashboard. Please note that this setting is view-only and cannot be edited by admins.
- Flexible Payment Tags: For companies using a Central Card with CCAuth, "pay-at-hotel" inventory is tagged as "Company paid" or "Company paid using CC Auth." For companies using user cards without CCAuth, the same inventory is tagged as a normal "Pay-at-hotel," meaning the traveler is responsible for payment at the hotel.
Pro-Tips & Guardrails
NOTE: Each eligible hotel booking leg receives its own unique one-time virtual card, ensuring dedicated payment for each segment.
PRO-TIP: Virtual cards can be issued with an optional buffer percentage to cover incidentals or minor additional charges, as configured on the payments side.
NOTE: In cases where virtual card creation encounters an issue, ITILITE automatically falls back to using an ITILITE guarantee card, ensuring the booking remains company-paid from the traveler's perspective.
PRO-TIP: For streamlined financial processes, hotel bookings paid via company card (one-time virtual card) are eligible for automatic card-to-booking matching in Card Recon.
Verification & FAQs
This section addresses common questions about the "Pay at Hotel via Company Card" feature.
A: The "Pay at Hotel with Company Card" tag indicates that your hotel booking will be paid directly by your company using a virtual card, eliminating the need for you to pay out of pocket at the hotel. The virtual card is generated specifically for your booking and covers the full amount of the stay.
Q: How does the virtual card work?
A: A virtual card is a one-time-use card generated for your hotel booking. This card is created using ITILITE Cards and it ensures that the hotel charges are paid by the company directly.
Q: How will I know if my booking used a virtual card?
A: On the post-confirmation page, it will be clearly stated that the booking used a virtual card. Additionally, you will receive an email with the card details, and the hotel will receive a Credit Card Authorization indicating that the payment has been handled by your company.
Q: What should I do if the hotel doesn't recognize the virtual card?
A: If the hotel cannot find the Credit Card Authorization, please click on the provided link in your confirmation email or contact support. They will assist you in resolving the issue.
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