What is the Credit Card Authorization Form?
The Credit Card Authorization Form is a document you review with your client and have them sign to authorize a charge to their credit card for their booking. The client also confirms you have reviewed the trip's terms and conditions (including cancellation policy) with them, and confirms if the client has accepted or declined travel insurance/trip protection.
The only person who can sign the CCAuth Form is the person who is indicated on the credit card. If the government issued ID does not match the card holder, you cannot process payment. Do not accept signed CCAuth Forms from anyone but the card holder.
Why does my client need to sign a Credit Card authorization Form?
The CCAuth Form helps protect you if your client disputes a charge on their account and initiates a chargeback with their bank. The form is not valid unless signed by the actual credit card holder. Always have the cardholder sign the form (person who has their name on the CC).
Where is the CCAuth Form located?
The Credit Card Authorization Form is located on your Xstream Agent Hub under Forms & Documents from the Resources Center tab.
Who should fill it out?
Anyone you are booking travel for including strangers, friends, and family members. The form must be physically signed by the cardholder. eSignatures cannot be accepted. Be sure you also get a copy of the cardholder's government issued identification card (like a driver's license). You need to be sure that the person signing the form is the person they say they are. This will help protect you from fraudulent bookings.
How do I get the form from my client?
If you're not meeting with the client in person to have them sign, you can have them sign and scan the document with a copy of their government issued ID (to verify their identity).
If you don't have a scanner, download an app like CamScanner to your smartphone. After your client physically signs the document, they can take a picture on the app, turn it into a pdf and email it back to you in a few short steps. Make sure your client fills out the form for the exact amount you will be charging their card at that time, and initials the form to either accept travel insurance or decline travel insurance. If they need to pay an additional charge –or – change their card for the next payment, please have them fill out a new form.
Do I need to send a copy of the form to Xstream?
No. We would only ask for a copy of your client's CCAuth Form and government issued ID if we are notified by the vendor that the client has disputed the charge for their booking and has initiated chargeback. We would then work with the vendor and you to provide documentation to prove the charge was authorized.
Can I use the vendor's credit card authorization form?
Yes, as long as the form also has a place for the client to confirm they understand the booking terms and conditions (including cancellation policy) AND allows them to accept or refuse trip protection/travel insurance. Some vendors may even require you to get their own credit card authorization form signed. There are also other credit card authorization form templates online that you can use.
If you decide to use another credit card authorization form, just make sure you are getting in writing that the cardholder authorizes the charge to their credit card, has reviewed the booking's terms and conditions (including cancellation policy), and has either accepted or refused trip protection/insurance. Also get a copy of their government issued ID to verify the client's identity.
Can I use the Payment Authorization Link from my CRM?
Yes! The Payment Authorization Link from your CRM includes the same language as the physcial CCauth Form and is located on your XstreamCRM. Please always confirm your client's identity by obtaining a copy of your client's government issued ID (like driver's license or passport) before processing the payment. Remember that the signature is only valid if signed by the card holder.
Can I use the Vax payment link to send a client a payment request?
Yes, however it is strongly advised you also get a copy of the cardholder's government issued ID (to verify their identity) and get in writing that the client understands the booking terms and conditions (including cancellation policy), and has either accepted or refused trip protection/insurance. This is also suggested by Vax in their booking policies. You can also view their training site Understanding Terms & Conditions.
Please be aware, the vax payment link does not protect you from fraud claims or chargebacks. It is always preferred to get something in writing from the cardholder.
What if my client's refund is taking too long to receive from the vendor?
Contact the vendor and work with them to help your client receive a refund. Even if the refund process is taking a bit longer than the client anticipated, never encourage your client to chargeback for a refund. The chargeback process can take over 6 months depending on the vendor or bank, and you will be held liable to payback the funds either to the vendor or Xstream Travel.
Why is the CCauth Form necessary?
As travel begins to pick up, and in the digital age when booking online is so easy, fraud increases. Although nothing can prevent fraud 100% of the time, the credit card authorization form is an important resource we've provided to help protect you and your business.