| What is Conferma? |
- Hotel direct bill program housed in Concur
- Deploys a single-use virtual credit card (cc) when booking your hotel in Concur
- Pays for room, tax, and resort fees – traveler covers the incidental fee if required by the hotel
- Administered and supported by World Travel (WTI) 24/7/365
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Traveler Actions
Prior to booking, log into your Concur profile and complete your Travel profile.
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- All fields marked Required must be completed. You will not be able to book travel until you complete this step.
- Your name must match what shows on your State or Federally issued ID. If not, you may have problems when traveling.
- Use the 2-letter abbreviation for states, do not spell them out
- Enter any air, car, train, hotel membership numbers to capture all rewards when booking
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Book the full trip in Concur, including the hotel room
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- On the Review and Book page, “Virtual Payment” should show as your form of payment
- If you don’t see Virtual Payment, Conferma is not enabled
- You can either pay for your hotel room and submit for reimbursement OR open a Travel and Expense Zendesk ticket to have Conferma enabled
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| Download the Conferma app prior to travel so you can: |
- View the full cc info – 16-digit card number, security code, expiration date (24 hours prior to check-in date)
- Show the full cc info to the front desk, and resend the reservation and cc to the hotel (if needed) – Scroll down on the app to “Check-in Assistant”
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| Check in at the front desk (not on the hotel app) |
- Show the reservation & cc to the hotel on the Conferma app (see above)
- Resend the reservation & cc to the hotel if needed, just ask them for their email (see above)
- Present a personal credit/debit card at check-in for incidentals (if required by the hotel)
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| Check out at the front desk (not on the hotel app) |
- Remind the hotel to use the Conferma card only for room & tax and your personal card only for incidentals
- If the hotel runs your card for room, tax, and resort fees ask them to refund your card for these charges while you are at the desk, and charge the Conferma card
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Conferma Actions
Generates a one-time-use cc when you book your hotel in Concur
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- See “Traveler Actions – Book the full trip in Concur, including the hotel room”
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| Sends the reservation and full cc # to the hotel, and reservation and cc info (including the amount deployed) to the traveler |
- Email – reservation information and only the last four digits of the cc #
- Conferma app – reservation and full cc info (see above)
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| Important Things to Keep in Mind… |
- Book all travel through Concur
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- Check in and out at the front desk to minimize card mistakes
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- Remind the front desk to run the Conferma card only for room, tax, resort fees
- The card will fail if the hotel tries to run it for incidentals or other charges (that’s what it is supposed to do!)
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- Review your receipt while you’re still at the hotel!
- If the hotel runs your card for room, tax, and resort fees ask them to refund your card for these charges while you are at the desk, and charge the Conferma card
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- Contact World Travel via the number in the reservation email for support (hotel can also call) or to extend your stay (your manager can also call)
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- Hotel reservations cannot be switched to Conferma after they are already booked, you will need to pay for the hotel out of pocket and submit for expense reimbursement
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