LearnReservations

Expedia Virtual Card

Expedia Virtual Card (EVC) allows direct-contracted properties to receive payment from Expedia Group with a virtual credit card. At the time of booking, Expedia Group generates a distinct virtual credit card number authorized for the transaction, and the virtual credit card details are provided electronically to the property to be used for payment. Expedia virtual cards are supported by the Booking Notification, Booking Retrieval, and Lodging Supply GraphQL APIs, and they are activated at the check-in time or booking creation time based on eligibility.

Steps for success

For a successful EVC rollout, your implementation should support communication of credit card information as described in the API’s schema.

The property’s internal system must support changing existing bookings from the original billing method to EVC payment method and vice versa, if the need arises.

After activation on the EVC program, the property can ask its market manager to include EVC payment information in all pending bookings. In this case, booking modifications will be created that include a special request section containing this information. The property’s system must be able to change the payment type of existing bookings in such cases. It must also support a change in payment type if the property switches from EVC back to invoice billing.

You need to ensure that all new bookings or pending updates for EVC are communicated to the property effectively.

During traveler check-in

When a traveler checks in, the property uses a credit card as a payment guarantee for the stay. If the EVC is not available at the time of check-in, the property should not attempt to swipe the traveler's credit card or delay check-in. Instead, properties should access Partner Central to find the EVC number so they can charge the EVC for the stay. If necessary, you can contact EVC support to request the EVC number by fax.

  • Modified bookings - In most cases, the EVC number will remain the same for modified bookings. Card parameters may be adjusted to reflect the new booking rate and check-in/checkout dates. In rare cases, the EVC number may be changed in modified bookings.
  • Cancelled bookings - Cancellation booking responses do not include EVC details. In order to bill applicable property cancellation fees, properties need billing information and the original check-in date as provided in the booking’s last notification prior to cancellation.

Billing process

The EVC billing process allows properties to get paid for their reservations when the traveler checks out. Expedia Group generates an EVC for every booking.

  1. The property retrieves the EVC number as follows:

    • If using the Booking Notification API, the property retrieves the EVC number for the booking from the Booking Reservation Notification request message.
    • If using the Booking Retrieval and Booking Confirmation APIs, the property can retrieve the EVC number for the booking from the Booking Retrieval response message.
  2. The property charges the stay to the EVC at the time of checkout.

Note: Bookings that are paid by EVC are not invoiced and remitted through the ExpediaPay service.

How the process works

If using the Booking Notification API or Booking Retrieval and Booking Confirmation APIs, a notification from the API is sent when a reservation is booked through any Expedia Group point of sale. The notification includes the credit card details will be available to the partner for update in the property’s reservation system. If using the Lodging Supply GraphQL API, a webhooks notification is sent that includes the property and reservation IDs, which can be used to query for reservation details and a payment token.

  • The property has the option to authorize the card when the traveler arrives.
  • Cards cannot be charged before guest arrival. No pre-authorizations or deposit charges should be charged on the card before check-in.
  • All incidentals should be charged to the traveler’s personal credit card.
  • The EVC will be loaded for either the net or sell rate for nights booked plus applicable taxes and fees depending on the configuration and location in which a property is located.
  • EVC must only be used for the booking provided on the reservation confirmation.
  • The property should charge the EVC when the traveler checks out.
  • All charges must be made within 30 days of checkout. EVC will expire within 30 days of checkout for fraud protection.
  • After the traveler checks out, the EVC is processed and payment is made using the property’s existing credit card processing system.

Guidelines for properties

Important: Before signing up to accept EVCs, you must ensure that your implementations support communicating credit card information as described in the current API specifications. To discuss signing up with EVC, properties should talk to their market managers.
  • EVC is for room reservations only. Properties using the system will need travelers to provide a personal credit card at check-in to cover any incidental charges or on-site fees during their stay.
  • EVC should only be used once a traveler has checked out; no pre-authorizations or deposit charges should be charged to the card before check-in.
  • Expedia charges no additional fees to partners who use EVC; however, normal merchant fees for processing the credit card transaction will apply.
  • EVC expires 30 days from the date of guest checkout.
  • Expedia Group will not be obligated to pay outstanding reservations 30 days past checkout.
  • Cancellation penalties can be charged upon the original arrival date. When a property is first enabled on EVC, all of its new bookings will henceforth include EVC card information in the special request section of the booking response notification or payment object of the reservations query response. It is also possible for the property to request that Expedia Group modify all pending booking to add EVC details. The property’s system must be able to change the payment type of existing bookings in such cases. It must also support a change in payment type if the property switches from EVC back to invoice billing. Properties can refer to section "11.1.1 Expedia Virtual Card special requests" of their Lodging Agreement for additional information.

Support

To troubleshoot credit card information, refer to Partner Central's Support page.

Phone support is available 24/7 in English and Spanish. Times vary for other languages based on business hours regionally. Support hours subject to change. For assistance in implementing EVC, contact your market manager orcontact us online.