CTA Card No Longer Available in Concur to Reserve Hotels for Individual Travel
Effective August 26, 2023, the Ohio University corporate travel card (CTA) can no longer be used to guarantee or to pay for individual hotel reservations. All hotel reservations will require a University pcard or travel card at the time of booking.
Why This Change?
The corporate travel account (CTA) card has been available in Concur for individuals to reserve/hold their hotel rooms. Unfortunately, we have had numerous issues with unauthorized charges on this card as well as no show charges and pre-payments. When this card is charged for a hotel room, the charge comes into Concur as an orphan transaction (meaning no university employee name is attached to the transaction), and many times we are unable to determine what employee or department should receive the charge. As part of having a corporate travel account (which is a virtual card in Concur) we are required, by both the issuing bank and as a public institution, to have appropriate controls in place to use the CTA card. One of those controls is a required contract and a properly executed credit card authorization form signed by the authorized agent on file with the bank.
As a result of these issues, we can no longer allow the CTA card to be used to reserve hotel rooms for individual travel in Concur. You can still reserve hotel rooms in Concur but must now use an individual university provided credit card to reserve.
What If I Don’t Have a University Provided Credit Card?
If you do not have a University issued card, you may use a personal card or reach out to your department admin or CFAO about other possible payment options (and other university provided payment options are available). When pre-paying for a guest stay or any other circumstance where the physical card will not be present at check-in, you must work directly with the hotel to complete a credit card authorization form.
Credit Cards and Hotel Policies
Be aware that it is policy at hotels that a physical card be provided by the guest at check-in unless you make other arrangements with the hotel. Departments are encouraged to call the hotels prior to check-in when scheduling travel for a guest to understand their policy or the guest will be asked to provide a credit card. Many times, you will be asked to fill out and sign a credit card authorization (CCA) form. The cardholder can sign this form allowing the hotel to charge the card without it being present. The CCA form generally asks for the guest’s name and the charging instructions about what the hotel can charge to the card. When you sign the CCA you are simply authorizing the hotel to use the card, as instructed, to pay for the guest charges.
Can I Still Use the CTA for Group Travel?
Yes, the CTA card continues to be allowed for group travel arranged through Christopherson Business Travel. If you need assistance with group travel please contact the University full service agent, Teresa Cook, to arrange booking and payment at ohio@cbtravel.com or 866.266.8806.
Is the CTA Still Available to Use for Airline Tickets and Rental Cars?
Yes, it will also remain a payment option for airlines and rental cars booked in Concur.
Messaging Added to Concur
We have added additional messaging in Concur, in multiple places, when you book a hotel room alerting you to the fact that you must enter a credit card number to reserve the room. This will serve as a helpful reminder as a result of this change.
Questions? Please contact financecustomercare@ohio.edu