Audience: Admin


Purpose

In this article, we will cover how to load a company level payment card and assign access to this card to users across the business. When this is done, you can manage a single, or multiple, shared card(s) to pay for all airfare, train, and pre-pay hotel bookings. It can also be used to guarantee post-pay hotel rooms and rental cars - however, please note that final payment for these travel types is taken at time of reservation by the vendor. See this article for more information. 



Overview


Tip: If you have already loaded the shared corporate card into each users individual profile, prior to completing these steps,please remove from each profile as this may cause duplicate card issues when booking travel. 


How to setup a company level payment method 


You will need to be an admin to configure this for your company.




Step 1: Create a new Payment Type


As an admin, click Settings and Payment Methods



Click Add payment method





Step 2: Complete Payment Details


Choose the payment type Lodged Card from the dropdown menu and complete the information required, as shown in the example below:



 Step 3: Click Confirm. You will now see a new Company Credit Card payment type listed:





Tip: You can manage changes to this card by clicking the pencil "edit" icon next to the card.


How to manage user access to your company level payment method



After setting up the card, you will then grant access to the card by following the steps below. Please note, as you onboard team members moving forward, you will want to authorize access to this card to the new users, as desired. By default no users in the company will have access to this card until assigned. 

To modify this and enable (some) users from this shared payment method, click on the list symbol. (this will appear when you hoover your mouse over the end of the line)


This screen will show you all users in your company. By default they are unticked and they won't have access to this payment card. To enable the card for the users, ticket the box in front of their name. You can select or de-select them all in one go by clicking on the box on the top in front of Display Name.


Step 1: As an admin, click Settings and Payment Methods

Step 2: Find the desired card and click the list "authorized users" icon to the right of the card details

Step 3: The authorized user panel will open and show you all users in your company. By default they are all unselected and they won't have access to this payment card. Enable access for the user(s) by ticking the box in front of their name. You can select them individually, or all at once by clicking the box on the top in front of Display Name. 

Step 4: Click Confirm to save your selections. 





When you deactivate a user, they will loose access to this card.



Thats it! 


How the shared card appears in the traveler profile


The user will see this shared company card in their own profile under payment methods. It will appear as a credit card but will be read only, with only the first 4 and last 4 digits of the card number visible:



This card will be available for booking travel, either by the user directly or by a central travel arranger / booker.


How to deactivate company level payment method 

Though you can delete a payment method (by clicking the trash icon), you may wish to deactivate the payment method, as this will allow you to suspend access for all authorized users without having to set the card back up when needed. 

Step 1: Hover over the payment method and click the pencil edit icon.




Step 2: Then, uncheck the payment method status box that indicates when a payment method is active.





Step 3: Click Confirm to save.