All hotel bookings made via CTM (Corporate Travel Management) accept virtual credit card payment. The single use, individually issued virtual credit card is automatically provided to your chosen hotel by CTM at the time of booking.
Hotel payment for university staff via virtual credit card Hotel Factsheet
All University of Tasmania hotel bookings made via CTM (Corporate Travel Management) use virtual credit card as the payment method. The single use, individually issued virtual credit card is automatically provided to your hotel via email from CTM at the time of booking with payment instructions. Accommodation and any associated amenities costs eg. restaurant, in-room dining, parking and internet charged to the booking during the guests stay will be covered by the virtual credit card.
1 | Receive the form When a booking is made, you’ll receive a Third Party Credit Card Authorisation Form that contains the payment details. Find the form in your reservations inbox/email or system. ø Review the information you need including reservation amount, virtual credit card details, authorised amenities, company name, address and email to send the invoice to on check-out. ø Update the reservation in your system with these details. 2 | Charge the card When it’s time to settle the account, check the Third Party Credit Card Authorisation Form. Charge the virtual credit card as a card-not-present transaction. This is done the same way as you’d charge for a no-show. ø Don’t forget to review the Payment Restrictions section as this tells you what services you are authorised to charge for. For any other amenities you should ask the guest for an alternative method of payment. ø The CVV number will not display due to CBA regulations, if you require the CVV number, please contact CTM. You will find their contact details at the bottom of this page. 3 | Send the Tax Invoice Once the card is charged, ensure you send the tax invoice to the specified email address on the Third Party Credit Card Authorisation Form. ø Make sure you send the tax invoice to the specified email address to avoid any further follow-up.
Third Party Credit Card Authorisation Form
Here are the payment details for the booking below, booked by Corporate Travel Management
Booking Details Hotel
Client Details Client
YOUR HOTEL
UTAS - University of Tasmania, Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250,
Your Reference
000000000
Arrival Date
Monday, 08 May 2023 (08/05/2023)
Number Of Nights
1
Tel
- -
Guest Name
GUESTS NAME
Fax
Estimated Total Cost Special Requests
$000.00 AUD
Client Contact
-
-
Room Type
ROOM
Cancellation Policy Cancel 24 hours prior to arrival All amendments and cancellations must be confirmed by Corporate Travel Management prior to their effect taking place
Payment & Invoice Details Form Of Payment
Virtual Card (our Card ID: 00000000)
Payment Restrictions Room Only
Its a legal requirement for you to send a tax invoice for this booking. The invoice must include the company name as address as stated below. Please send the invoice in PDF, JPG or PNG format to the email address provided.
Invoice
Invoice Address
Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250
Email Invoice To
SKBBUZGV@cspinvoice.com
You are required to debit the card below ending 0000 according to the Payment Restrictions, adjusting the total amount with applicable taxes. You will be required to charge the guest directly for any additional charges outside of the Payment Restrictions. The full payment card details have already been send securely to you and will be available in your Reservation System with the last four digits and expiry date as below.
Payment
5550 0500 0000 0000 EXP: 00/00
Third Party Credit Card Authorisation Form
Here are the payment details for the booking below, booked by Corporate Travel Management
Booking Details Hotel
Client Details Client
YOUR HOTEL
UTAS - University of Tasmania, Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250,
Your Reference
000000000
Arrival Date
Monday, 08 May 2023 (08/05/2023)
Number Of Nights
1
Tel
- -
Guest Name
GUESTS NAME
Fax
Estimated Total Cost Special Requests
$000.00 AUD
Client Contact
-
-
Room Type
ROOM
Cancellation Policy Cancel 24 hours prior to arrival All amendments and cancellations must be confirmed by Corporate Travel Management prior to their effect taking place
Payment & Invoice Details Form Of Payment
Virtual Card (our Card ID: 00000000)
Payment Restrictions Room Only
Its a legal requirement for you to send a tax invoice for this booking. The invoice must include the company name as address as stated below. Please send the invoice in PDF, JPG or PNG format to the email address provided.
Invoice
Invoice Address
Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250
Email Invoice To
SKBBUZGV@cspinvoice.com
You are required to debit the card below ending 0000 according to the Payment Restrictions, adjusting the total amount with applicable taxes. You will be required to charge the guest directly for any additional charges outside of the Payment Restrictions. The full payment card details have already been send securely to you and will be available in your Reservation System with the last four digits and expiry date as below.
Payment
5550 0500 0000 0000 EXP: 00/00
CTM (Corporate Travel Management) Business Hours | 8am to 6pm – Mon to Fri
After Hours | 24/7 including public holidays Within Australia 1800 663 622 Outside Australia +61 (0) 409 245 508
UTAS Direct Line (03) 6215 8752 Tasmanian Office (03) 6215 8700
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How to
Charge a virtual credit card Virtual credit cards are charged as a card-not-present transaction. Process just like you would process a no-show. Troubleshoot when you can’t find the Third Party Credit Card Authorisation Form If you have checked your emails or reservation system and can’t locate the form, please contact CTM and request they resend the form for you. If the guest has the CTM mobile app they can trigger a form to be resent by clicking the: “Send Authorisation” button in the app. Find the CVV The CVV number will not display due to CBA regulations, if you require the CVV number, please contact CTM. You will find their contact details on page 1. Send the Tax Invoice Send the tax invoice to the email address specified on the Third Party Credit Card Authorisation Form. This email address is unique to each authorisation form. Check-in guests using the CTM app Guests can display their virtual card details, or resend the authorisation form to your hotel email address directly from the CTM mobile app. Check if amenities are covered by the virtual credit card See the payment restrictions section in the Third Party Credit Card Authorisation Form. If the card covers room rate only, ask the guest for another payment method for amenities. Avoid a card decline/Troubleshoot a card decline ø Charge amenities only if they are included. See the Payment Restrictions section on the Third Party Credit Card Authorisation Form, charge only what is included to avoid a card decline. ø Pre-authorised charges could exceed the card limit. Be aware that pre-authorisation charges will reduce the spend available on the card for a period of time and therefore may exceed the card limit at point of sale.
Third Party Credit Card Authorisation Form Find this form in your reservations email/inbox or system. It carries all the necessary payment information for charging a virtual credit card:
Booking Details
Guest Details
Third Party Credit Card Authorisation Form
Here are the payment details for the booking below, booked by Corporate Travel Management
Booking Details Hotel
Client Details Client
YOUR HOTEL
UTAS - University of Tasmania, Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250,
Your Reference
000000000
Arrival Date
Monday, 08 May 2023 (08/05/2023)
Number Of Nights
1
Tel
- -
Guest Name
GUESTS NAME
Fax
Estimated Total Cost Special Requests
$000.00 AUD
Client Contact
-
-
Room Type
ROOM
Cancellation Policy Cancel 24 hours prior to arrival All amendments and cancellations must be confirmed by Corporate Travel Management prior to their effect taking place
Payment & Invoice Details Form Of Payment
Virtual Card (our Card ID: 00000000)
Payment Restrictions Room Only
Its a legal requirement for you to send a tax invoice for this booking. The invoice must include the company name as address as stated below. Please send the invoice in PDF, JPG or PNG format to the email address provided.
Invoice
Invoice Address
Financial Services, Locked Bag 1353, Launceston, TAS, AU 7250
Email Invoice To
SKBBUZGV@cspinvoice.com
You are required to debit the card below ending 0000 according to the Payment Restrictions, adjusting the total amount with applicable taxes. You will be required to charge the guest directly for any additional charges outside of the Payment Restrictions. The full payment card details have already been send securely to you and will be available in your Reservation System with the last four digits and expiry date as below.
Payment
5550 0500 0000 0000 EXP: 00/00
Payment Restrictions
Payment & Invoice Details
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