Corporate Travel Planners

Hotel Virtual Credit Card FAQs

• What is a virtual credit card?

  Virtual credit cards (virtual cards) are secure, unique, single-use payment cards that can only be used for a single hotel reservation. Each card has a 16-digit number which includes the cardholder’s name, an expiration date, and three-digit CVV or security code.

• How do virtual cards work?

  • Travelers will book a hotel online via Concur or by calling Corporate Travel Planners (CTP), the university’s Travel Management Company (TMC).
  • A virtual card is created automatically when the Concur reservation is completed.
  • Conferma Pay, connected to CTP, automatically applies the parameters required for the virtual card, such as credit limit and validity dates based on the reservation details.
  • The credit card authorization form is securely emailed/faxed to the lodging merchant at the time of booking and again two days prior to check-in.
  • The merchant accepts the card number as a ‘Cardholder Not Present’ transaction.

• What are the restrictions/parameters of virtual card charges?

  • Room rate and tax only.
  • Allowed incidentals such as parking, internet, etc. up to $100.00 per day.
  • Allowance for two extra days' hotel stay if an extended stay situation arises. 

• What is the Conferma Pay mobile app?

  • Recommended for virtual card users for access to a copy of the virtual card.
  • Provides hotel booking information and allows travelers to re-send virtual card authorization forms to the hotel, if necessary.
  • Register for Conferma Pay with your Texas State email (NetID@txstate.edu) to automatically link Concur bookings to your Conferma Pay profile and utilize the above features. Review the Conferma Pay quick guide on the Assistance Apps page for setup assistance.

• What can I do in advance to minimize check-in issues?

  Two days prior to check-in, contact the hotel to confirm the card authorization for your stay is on file and if any further documentation will be required.

• How long is the virtual card available to the user in the Conferma Pay app?

  Card details are available during the stay through two days after the trip end date.

• What should I do if the hotel does not have the authorization form at check-in?

  • Use the Conferma Pay mobile app to provide a copy or re-send it to the hotel.
  • Should the hotel require their own authorization, use the Conferma Pay app to access card details to complete the form.
  • Contact CTP via the below CTP Assistance options to resolve the issue.

• Will I have to provide another method of payment when checking into the hotel?

  • Yes, you will have to provide a personal card at check-in for incidentals that can billed to the room, such as entertainment and onsite market/dining purchases.
  • The hotel will process an authorization on the personal card provided, so it is best to supply a credit card as opposed to a debit card. Note: Debit cards typically have a higher authorization hold than credit cards.