Audience: All Users


Purpose

The platform provides the flexibility to book travel with individual and shared (centralized) cards. The travel experience with shared cards differs by the travel type. See details below to better understand the shared card experience for each travel type.


Click on this link to find more information about payment for travel and receipts/invoices



Tip: Review this article for instructions on how to update your traveler profile(s) to include a shared (centralized) company card. 
Shared company card(s) must be setup and assigned by the company Admin for your Neo1 account.

 



Overview


Airfare/Rail

The shared card on file will be charged for the airline or rail reservation. Airfare and train tickets are the only travel type that can always be prepaid successfully on a shared card.


Car rental 

The shared card on file will be used to secure the car reservation. Traveler will be required to present this card (or another card) within the check-in process for additional fees (as applicable) and the full booking fare. 

Use of shared cards for car rentals does not bypass this requirement. Please ensure your travelers have a payment method on hand for their reservation.



Tip: A number of customers choose to sign up with a particular rental provider and arrange for a billing ID number, which can be loaded into the platform (Hertz not supported at this time). 

With the inclusion of a billing pin in your booking, your company will then be billed directly for your car rental. 

Please consult your preferred car rental provider for more details.


Hotel 

The shared card on file will be charged for the hotel reservation (pre-paid rates) or used as guarantee to secure a post-pay room rate. 

Important - The traveler will be required to present a card within the check-in, or check-out, process for incidentals and/or the full booking fare (as applicable). Use of shared card for hotel reservations does not bypass this requirement. Please ensure your travelers have a payment method on hand for their reservation.



Tip: For hotels, you can avoid this problem by choosing a rate which is prepay - 
meaning the full payment for the stay will be taken at time of booking (Check the rate details for full payment details). 

The traveler will not be asked for a card for the full room fare, but may still be asked for a card to cover incidentals (as applicable). 

The platform has both, pre-pay and post-pay rates, and these are selectable during the hotel search. 
When you select a hotel, you will see all available rates and their payment conditions. You can use the Payment policy filter to select a rate type



Be advised, advance pre-pay rates tend to have less flexibility for changes. Please confirm that rate details meet your needs ahead of booking.

Below is an example of both types of rates:

Pre-pay (pay at time of booking, also called advanced payment rate):



Post-pay (pay at checkout, also called a guarantee rate)

Another option is to reach out to the hotel ahead of the reservation to complete/provide a payment authorization form for each stay. 

This will authorize the hotel to take payment at checkout from the stored payment card.