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AirPlus A.I.D.A. Virtual Cards.

User Guide for Companies.

All you need to know about AirPlus’ virtual cards, their

generation and usage can be found in this User Guide.

Table of Contents 1 Good to know: an introduction to virtual cards......................................................................... 2

1.1 What is a virtual credit card? .............................................................................................. 2

1.2 How to use virtual cards for bookings and payments ..................................................... 2

Credit Card Authorization Form ..................................................................................................... 4

2 How to generate an AirPlus A.I.D.A. Virtual Card ................................................................... 5

2.1 Transaction type ................................................................................................................... 6

2.2 Card details ........................................................................................................................... 6

2.3 Billing information ................................................................................................................. 7

2.4 Controls .................................................................................................................................. 8

2.5 Confirmation .......................................................................................................................... 9

2.6 Card generation .................................................................................................................... 9

2.6.1 Card generation without approval process ............................................................... 9

2.6.2 Card generation with approval process .................................................................. 10

3 Card overview ............................................................................................................................. 12

4 Transaction overview ................................................................................................................. 13

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1 Good to know: an introduction to virtual cards

1.1 What is a virtual credit card?

A virtual credit card is the digital version of a plastic card – in our case a Mastercard credit card. Next

to the Mastercard credit card number are the expiry date and card verification code (CVC). With this

information you have everything you need to make bookings and settle payments. One special

feature of virtual cards is their single-use characteristic. Each card number is valid for a maximum of

three authorizations.

All A.I.D.A. transactions are settled centrally through your AirPlus Company Account. Hence, the

same payment terms and billing cycles apply.

1.2 How to use virtual cards for bookings and payments

For prepaid services such as flight or rail tickets, you simply generate a virtual card via the AirPlus

Portal and use the card number displayed for payment. The transaction will be displayed in your next

Company Account invoice, with the captured reference data and the virtual card number.

Direct access to your business travel portal: www.airplus.com/login.

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The process can be slightly different for booking accommodation and car rentals because the card

number used for such bookings sometimes is used for guarantee purposes only. Payment is made at

check-out.

To book accommodation you simply generate a virtual card through the business travel portal and use

the card number displayed to make the reservation.

At check-in/check-out the traveler can simply ask the reception staff to use the card on file provided

during the booking process for payment. This is the virtual card number (Mastercard number) used in

the first step of booking.

Furthermore, you have the option to print/save the virtual card

details during the card generation process (ensure the details

are encrypted if saved). The traveler can be provided with the

PDF document which can be shown at check-out.

Hotel staff can simply enter into their terminal the card number

provided and take payment. The charges will be shown on your

Company Account.

Travelers using Mobile A.I.D.A. can show the virtual card on their

mobile phone at the hotel reception and use it for payment.

In addition to the aforementioned options, you can use the fax

template shown on the following page to send the card details to

the hotel in advance.

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Credit Card Authorization Form THIS DOCUMENT IS CONFIDENTIAL. IF YOU ARE NOT THE INTENDED RECIPIENT, PLEASE NOTIFY US IMMEDIATELY. YOU SHOULD NOT COPY OR USE DETAILS PROVIDED IN THIS DOCUMENT FOR ANY OTHER PURPOSE, OR DISCLOSE ITS CONTENTS TO ANY OTHER PERSONS.

To: Re: Card Acceptance

From: Fax No:

Tel No: E-mail:

For the attention of front office staff and management Company / Travel Agency / Booking Agency: would like to confirm the hotel booking made for the following client:

Hotel Guest: Company:

Check-In Date: Check-Out Date:

Booking Reference:

Accommodation fees are to be charged against the AirPlus Mastercard number provided. As there is no physical card, travelers are not required to present a credit card for payment upon check-in or check-out. The agreed accommodation fees should be charged to the Mastercard number provided at the time of booking. Fees to include: room only room and breakfast only local taxes (e.g., city tax)

parking all charges Other:

Any additional charges incurred by the traveler will be settled by the traveler personally. The traveler is not required to show a plastic card; therefore, unless your acquiring bank has notified

you of any other necessary verification steps, the transaction will be guaranteed automatically upon

authorization of the charge.

Thank you for your assistance. Kind regards,

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2 How to generate an AirPlus A.I.D.A. Virtual Card

Log in to the Business Travel Portal and choose the new A.I.D.A. Service

“New: AirPlus A.I.D.A. Virtual Cards.”

On the welcome page you can either jump into “Create Card” or choose “Card Overview” in the

navigation bar.

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2.1 Transaction type

You can choose a transaction type with the relevant additional data fields by selecting one of the

categories displayed. Please note: Choosing a category does not limit your card usage to

specific merchants.

2.2 Card details (this entire section is optional)

The details you provide will be displayed on your A.I.D.A. statement and data files. This secton is

optional and can be skipped. However, we recommend you to provide details due to

reconciliation purposes.

Name on Card: You should provide the traveler’s name or the name of the person using the

virtual card. The name you provide will be displayed on the credit card image.

Define check-in and check-out dates. The number of days will be calculated automatically.

Card Title: Choose a name for this unique virtual card for later reference in your system. This

name will not be displayed on the card image.

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2.3 Billing information (this section is mandatory)

AirPlus Company Account (mandatory)

In this section you select the funding company account through which the virtual card

payment will be settlled.

If the AirPlus Company Account you wish to use is not displayed, click into the textboxand

enter the new Company Account number and expiry date.

The new Company Account will be displayed on the list after the first virtual card has been

generated.

If you choose an account already listed, please be aware that you will need to enter the expiry

date for security reasons.

You can delete a Company Account from the list by clicking on the blue cross.

Billing information (mandatory)

In this example below all possible data fields are displayed. When generating a card you will

only see the fields defined for the chosen AirPlus Company Account.

Approval

This service allows you to start an approval process. Depending on your internal policy, you

might be required to obtain approval before the card can be generated. In this case you can

start an approval process by ticking the box “Approval needed,” entering the e-mail address of

your approver in the field displayed and following the next steps. Approved cards can be

found in your “Card Overview” section.

If no approval is necessary, continue by clicking “Next”.

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2.4 Controls (this entire section is optional)

In this section you can limit virtual card usage by setting control features for each virtual card.

Validity period

Transactions are possible within the defined period only. The standard validity period is six months after card generation unless otherwise contractually defined.

Time zone

Tick the checkbox, if you want to change the time zone to which the validity period defined

above applies.

Card limit

You can define a card limit for this unique virtual card. * Please take into account currency fluctuations, additional taxes and pre authorisation especially for hotel payments.

The currency displayed automatically is the invoicing currency of your predefined AirPlus Company Account which cannot be changed.

Transaction currency

If you would like to limit card usage to a specific currency, please tick a box. In the example below transactions are allowed in all currencies for this unique virtual card.

Please be aware that you are not defining the billing currency of your Company Account with this feature.

Authorizations

You have the option to limit the number of authorizations. Please note: Hotels might require more than one authorization for guarantee purposes.

We recommend allowing three authorizations for hotel bookings (pre-authorization, payment at check-out and any additional charges).

Please note: Card parameters cannot be changed after card generation.

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2.5 Confirmation

This confirmation page summarizes all card specific information. If you want to change any

information, simply click on the blue pen icon.

If all the information is correct, click “Create” to finalize card generation.

2.6 Card generation

2.6.1 Card generation without approval process

Your virtual card now has been generated. All required information such as credit card number, expiry date and CVC security code is available.

You now can save the virtual card for later usage.

For security reasons, this window closes after three minutes.

Please note: If you do not use the virtual card number right away, we recommend you save the

card details in line with your PCI compliance processes. It is important to know that once this

window is closed, you can see all card details except the CVC in the Card Overview.

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2.6.2 Card generation with approval process

This window confirms your request for approval.

The approver receives an e-mail containing a link to an overview similar to your

confirmation page.

The approver now can either confirm or decline the request.

You will be notified by e-mail about whether your request has been approved or declined.

Approved virtual cards can be found in your “Card Overview” under “Approved.”

If you follow the link provided in your approval e-mail, you will be led to the login page

shown below. Please enter your AirPlus Business Travel Portal login data.

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You will land directly in to the Card Overview > Approved section.

During card generation, you can view the details of an approved card by clicking on the blue

arrow and then clicking again on the blue card image.

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3 Card overview

1. For more AirPlus services in the Business Travel Portal click on “Home”.

2. Choose your view depending on the status of card generation.

Active: Virtual card numbers displayed here are ready to be used. You can view and change

card reference field details if required.

Approved: All card numbers displayed are approved and ready to be generated. Once

approved in this section, the card number appears in the “Active” section.

Pending: These card numbers are still in approval process. An approval process is valid for

30 days. After that, the request expires and a new card request needs to be generated. In this

section you can also resend the e-mail notification to your approver making the request

process valid for another 30 days.

Declined: Here you can find all virtual card numbers which have been declined by the

approver or all requests which have expired.

Expired: In this section you can find all expired virtual card numbers which are no longer valid.

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3. This filter simplifies your virtual card number search.

4. To generate a new virtual card number simply click on the card picture and start card

generation.

5. The card view shows all information specific to a virtual card .You can find the card number

and the card details you have defined while generating the card.

6. When clicking on the blue arrow, more information becomes available.

Details: Here you can find reference fields such as cost center and/or project number as

defined during card generation. This information can be edited by clicking on the pen icon.

Controls: This view shows defined parameters for this unique virtual card number.

The PDF symbol allows you to print the card picture once again.

7. This info button leads you to the download section in the AirPlus Business Travel Portal with

useful information and downloads on the AirPlus A.I.D.A. Virtual Cards.

8. You can export all card data displayed by using the CSV export function.

4 Transaction overview

For an overview of your A.I.D.A. Virtual Card transactions, please return to the AirPlus Business

Travel Portal and choose A.I.D.A. Transaction History under Credit Card Management.