What is a Virtual Credit Card (VCC)
All of HRS’ corporate clients use Virtual Credit Cards. A virtual credit card (VCC) is a credit card that is only available virtually (no plastic card) and for a pre-defined purpose. Although it works like any normal credit card it is provided to hotels digitally by HRS and not by the traveler. It is usually single-use only, set to expire after a specific length of time (normally a short period following the check-out date) and for a specific expenditure. When corporations use a virtual card for business travel, the payment process largely follows traditional processes.
The virtual card number is included in the booking confirmation but the guest does not need to provide a corresponding physical card upon arrival unless the hotel requests one for incidentals not covered by the VCC. The VCC is used for the guarantee and settlement of the services that are specifically listed within the payment instructions (e.g. room, tax, and breakfast) as part of the booking confirmation
Virtual Credit Card (VCC)
The payment instructions can be found in the attachment of the booking confirmation, sent by HRS primarily via Email but in certain circumstances where an email is not available HRS would then revert to sending via fax. This is the official confirmation that the guests do not need to pay with their own credit card but a virtual credit card should be charged.
The payment instructions indicate which services can be charged to the VCC, where to find the full credit card details, and what billing address is needed for the invoice.
IMPORTANT: all non-allowed services are to be paid by the traveler directly.
The full credit card details can be found in the HRS Service Portal or if the hotel is enabled via CRS Connect, the card details will be directly transmitted into your PMS.
- The virtual credit card may be pre-authorized at check-in.
- The virtual credit card can only be charged at check-out.
It is essential, that only the allowed services indicated on the payment instructions are charged to the provided virtual credit card. Other charges not authorized via the VCC need to be paid by the traveler’s own card. Charges to the virtual credit card which were not permitted in the payment instructions but nevertheless charged will be disputed.
HRS collects the invoices on behalf of the corporate client. To reduce overheads and guarantee a seamless process, it is essential that the invoice contains the following information, along with the local requirements of a legal invoice:
- HRS Process ID
- Company Name & Address (sometimes also VAT ID
- Hotel Name
- Traveler Name as submitted by HRS
- Check-in/out Date
The original invoice must be sent as a PDF to HRS via email@example.com on the day of check-out. Please remember not to hand out the invoice to the guest nor send any paper invoice. Also please be sure to send just one invoice per email (ie – do not attach multiple invoices in a single email).
IMPORTANT: send one email/invoice per booking.
PRE CHECK – IN
1. Obtain the HRS booking confirmation with payment instructions
2. Familiarize yourself with the HRS service portal and the payment instructions -especially with the instructed service ( which charges the VCC can be used for) and invoicing instructions
CHECK – IN
1.Optional: Pre – author the VCC at check-in by accessing the HRS service portal or by extracting the VCC from your PMS (if interface exists)
2. Optional but strongly recommended request a private card from the travelers to cover private incidental not included in the instructed service
CHECK – OUT
1. Charge the VCC at check – out
2. Ensure the invoice contains all legally required constituents as well as :
– HRS process ID
– (Own process num)
– Company Name
– Company Address
– (Company VAT ID)
– Hotel Name
– Traveler Name
– Check-in/out Date
POST CHECK – OUT
1. Sent the invoice as a PDF tp HRS via firstname.lastname@example.org
2. Feedback to reminders and questions from HRS in timely manner
One folio for the room and tax to be charged to the virtual card. One folio for incidental charges to be settled by the guest; e.g. by personal credit card. All such charges (resort fees, service fees, extra nights, movies, room service, telephone, etc.) must be charged to the guest’s credit card obtained (recommended) at check-in.
Virtual Credit Cards are not subject to SCA Requirements. Please note if the hotel was booked via HRS but the form of payment was noted to be given by the traveler (ie – NOT a VCC) then HRS is not responsible for any issues in authorization with respect to SCA which arise from using the traveler’s individual card.
Where can I find a Manual for Bookview?
How can I retrieve Virtual Credit Card details?
You can search for every booking in the booking overview.
The credit card appears encrypted in the booking details (click on the “Eye” or “Pencil” symbol next to the booking).
The ADMIN/USER/CHAIN USER logs in to see the full credit card details
IMPORTANT: CVV/CVC Code is visible only once.
The user needs to log in with his Usermanagement credential (email and password).
Now the credit card details can be retrieved.
CVV2 flag turns from green to red after it was retrieved:
What do I do if I get an error message that there is not enough rights to display the credit card details?
The correct user is not being used – each user belongs to a specific hotel.
How long are credit card details visible?
The CC details are visible until 60 days after departure date.
- Virtual card numbers look like traditional card numbers and are not limited to specific card number ranges.
- The period during which hotels can charge the virtual card depends on terms established by the cardholder and issuer (e.g. no earlier than 48 hours before check-in, no earlier than check-in or no earlier than check-out). It is important to authorize the virtual card consistent with reservation detail and any other contract terms.
- Do not authorize the card prior to the card activation date.
- The traveler does not provide the hotel with the Virtual Credit Card number for their booking, it must be retrieved from HRS via the portal (or found directly in the PMS for properties enabled via CRS Connect).