Payment Method Selection

Overview

Payment Method Selection rules allow you to control which payment methods are used for guest travel bookings and expense reimbursements. You can configure different payment methods for different spend categories (flights, hotels, ground transportation, and expenses) based on custom conditions like department, cost center, or trip purpose.

A powerful feature of this system is the ability to require coordinators to provide their own payment methods for specific scenarios, giving you flexibility in how travel expenses are managed across your organization.

Key Concepts

Spend Categories

Payment methods can be configured separately for four spend categories:

Flights: Payment for flight bookings
Hotels: Payment for hotel reservations
Ground Transportation: Payment for Uber and other ground transport
Expenses: Payment for guest out-of-pocket expense reimbursements

Payment Method Types

For each spend category, you can specify:

Organization payment method: Use a specific credit card or spend account from your organization
Coordinator-provided payment: Require the coordinator to provide their own credit card when creating the invitation

Rule Conditions

Payment method selection can be conditional based on:

Custom field values (e.g., department, cost center, trip purpose)
Guest attributes
Event details
Any other custom fields configured in your organization

Default Rules

Every spend category must have a default payment method that applies when no conditional rules match. This default can be either an organization payment method or coordinator-provided payment.

Configuring Payment Method Selection Rules

Navigate to Payment Settings

From the admin dashboard:

Go to Settings
Select Payment Methods
Choose Payment Selection Rules

Create a New Rule

Click Add Rule to create a new payment method selection rule.

Configure Spend Categories

For each spend category (flights, hotels, ground, expenses):

Choose whether to use an organization payment method or require coordinator payment
If using an organization payment method, select the specific card or account
If requiring coordinator payment, the system will prompt coordinators for their payment information during invitation creation

Add Conditions (Optional)

To create conditional rules:

Click Add Condition
Select the custom field or attribute to evaluate
Choose the comparison operator (equals, contains, is one of, etc.)
Specify the value(s) that trigger this rule
Combine multiple conditions with AND/OR logic as needed

Set Rule Priority

If you have multiple conditional rules:

Drag and drop rules to set their evaluation order
The first matching rule will be applied
The default rule is always evaluated last

Save and Test

After configuring your rules:

Click Save to activate the rules
Test the configuration by creating a sample invitation
Verify that the correct payment methods are required based on your conditions

Common Configuration Scenarios

Scenario 1: All Travel Paid by Organization

The simplest configuration where all guest travel and expenses are paid using organization payment methods:

Flights: Organization Card A
Hotels: Organization Card A
Ground: Organization Card A
Expenses: Organization Spend Account

Scenario 2: Coordinator Payment for Specific Departments

Require coordinators to provide payment for guests from certain departments:

Conditional Rule:

Condition: Department equals “External Affairs”
Flights: Coordinator-provided
Hotels: Coordinator-provided
Ground: Coordinator-provided
Expenses: Coordinator-provided

Default Rule (for all other departments):

Flights: Organization Card A
Hotels: Organization Card A
Ground: Organization Card A
Expenses: Organization Spend Account

Scenario 3: Mixed Payment Based on Trip Purpose

Use different payment methods based on the purpose of the trip:

Conditional Rule 1:

Condition: Trip Purpose is “VIP Candidate Interview”
Flights: Organization Premium Card
Hotels: Organization Premium Card
Ground: Organization Card A
Expenses: Organization Spend Account

Conditional Rule 2:

Condition: Trip Purpose is “Community Event”
Flights: Coordinator-provided
Hotels: Coordinator-provided
Ground: Coordinator-provided
Expenses: Coordinator-provided

Default Rule:

Flights: Organization Card A
Hotels: Organization Card A
Ground: Organization Card A
Expenses: Organization Spend Account

Scenario 4: Coordinator Payment Only for Expenses

Use organization payment methods for all travel but require coordinators to provide payment for expense reimbursements:

Flights: Organization Card A
Hotels: Organization Card A
Ground: Organization Card A
Expenses: Coordinator-provided

Coordinator Payment Experience

When you configure coordinator-provided payment for any spend category:

During Invitation Creation: Coordinators will see a payment method section in the Guest Invitation Form (GIF)
Required Categories: The form will clearly indicate which spend categories require coordinator payment
Card Entry: Coordinators can enter a new credit card or select from previously saved cards
Card Reuse: Once saved, coordinator cards can be reused across multiple invitations
Multiple Cards: Coordinators can use different cards for different spend categories if desired

Coordinator Authorization

Coordinators can:

Add their own credit cards during invitation creation
View and manage their own saved payment methods
Remove their own cards when no longer needed

Coordinators cannot:

View or manage other coordinators’ payment methods
Access organization-wide payment methods
View full card numbers or security codes after initial entry

Security and Compliance

PCI Compliance

All credit card information is:

Encrypted in transit using TLS
Tokenized immediately upon receipt
Stored in PCI-compliant secure infrastructure
Never logged or exposed in plain text

Access Control

Only authorized coordinators can add payment methods to their own profile
Organization administrators cannot view coordinator card details
Payment method access is strictly scoped to the owning coordinator
All payment operations are logged for audit purposes

Card Data Retention

Full card numbers are never stored in Juno’s database
Only last 4 digits and expiration date are visible
Tokenized card references are used for all transactions
Cards can be removed at any time by the coordinator

Best Practices

Rule Design

Start simple: Begin with a default rule using organization payment before adding conditional rules
Test thoroughly: Create test invitations to verify rules work as expected
Document conditions: Add clear descriptions to conditional rules so other admins understand their purpose
Limit complexity: Avoid creating too many overlapping conditional rules that are hard to maintain

Coordinator Payment

Clear communication: Inform coordinators in advance if they’ll need to provide payment methods
Provide guidance: Share documentation about how to add and manage their cards
Monitor usage: Periodically review which coordinators are providing payment and for what purposes
Budget awareness: Ensure coordinators understand expense limits and approval processes

Payment Method Management

Regular review: Periodically audit your payment method selection rules to ensure they still align with organizational needs
Expire old rules: Remove conditional rules that are no longer relevant
Monitor failures: Watch for payment failures that might indicate rules need adjustment
Update documentation: Keep internal documentation current when rules change

Troubleshooting

Rule Not Applying

If a payment method selection rule isn’t being applied correctly:

Verify the rule conditions match the invitation’s custom field values exactly
Check the rule order—an earlier rule might be matching first
Ensure the rule is active (not saved as draft)
Test with a simple invitation to isolate the issue

Coordinator Can’t Add Card

If a coordinator reports being unable to add a payment method:

Check that coordinator payment is required for at least one spend category in the rule they’re triggering
Ensure their account is active and not restricted
Test card entry yourself to rule out system-wide issues

Wrong Payment Method Selected

If the wrong payment method is being used for bookings:

Review the conditional rules and their order
Check if the default rule is configured correctly
Verify that organization payment methods referenced in rules still exist
Look for recent changes to custom fields that might affect rule evaluation

⚠️

When coordinator-provided payment is required, invitations cannot be completed until the coordinator adds a valid payment method. Ensure coordinators are aware of this requirement before they begin creating invitations.

Custom Fields - Create custom fields that can be used in payment selection rules
Expense Policies - Configure expense policies that work alongside payment selection
Onboarding - Initial setup of payment methods during onboarding

For coordinator-facing documentation about managing their own payment methods, see Managing Payment Methods.