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, plus travel fees when Juno has set them up for your organization) 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 each spend category:

Flights: Payment for flight bookings
Hotels: Payment for hotel reservations
Ground Transportation: Payment for Uber and other ground transport. Note that rental cars use a separate direct billing configuration — see Rental Car Direct Billing.
Expenses: Payment for guest out-of-pocket expense reimbursements

If Juno has set up travel fees for your organization, a fifth category, Travel fee, also appears. It covers the travel fee Juno charges for each trip. See Travel Fee Rules below.

When Juno pays a guest’s reimbursement first, the amount your organization owes — including any processing fee — is set when the reimbursement is funded. If you then switch the expenses payment method to one with a different processing fee (for example, from a credit card to the Spend Account), Juno can’t collect that reimbursement until the change is resolved, even though the guest has already been paid. Replacing a card with one that carries the same fee doesn’t affect collection. Contact Juno support to resolve a blocked collection. This applies to reimbursements collected through the payout; see Expense Collection Timing for the Conferma opt-in that collects per approved expense instead.

Expense Collection Timing

By default, Juno collects guest expense reimbursements from your organization when it pays the guest: all of a guest’s approved expenses in a reimbursement are charged to the expenses payment method as one amount, after the reimbursement is funded.

Organizations whose expenses are paid with a Conferma payment method can instead be charged per approved expense, at approval time. With this option:

Each full or partial approval creates its own charge on the Conferma card for the approved amount in USD plus the processing fee, before the guest is reimbursed.
The charge carries the expense category’s statement label, so each line on your card statement shows which category it was for.
The reimbursement that later pays the guest doesn’t charge your organization again. Juno records that these expenses were collected individually, and that record stands even if the payment method is changed back afterwards.
A declined charge doesn’t change the approval or stop the guest’s reimbursement; Juno support can retry the charge.

This is a Conferma-only setting that Juno enables for your organization on request; there is no self-service control for it. Enabling it is a coordinated change: Juno support reviews expenses that were approved but not yet reimbursed at the time of the switch, since those were approved under the previous timing, and agrees with you how they are collected before turning it on.

If your organization reads transactions through the Developer API transactions report, each expense charged at approval appears there as its own EXPENSE transaction, showing that expense’s own charge and Juno’s processing fee. This affects only the Developer API transactions report.

The transaction appears once the expense’s charge succeeds, without waiting for the guest’s reimbursement. Its transaction date is the date the charge was made, and the guest’s payout amount is added to the same transaction once the reimbursement is sent.
If your organization switches from being charged once per reimbursement to being charged at approval, these expenses are dated at approval rather than at payment.
Card statement details, such as the posting date and statement descriptor, appear once the card issuer reports the charge. The posting date can be later than the transaction date.
Expenses whose charge is still pending, failed, or never ran (for example, an amount below the minimum card charge) don’t appear. If Juno’s records of how an expense was collected disagree, the transaction is held back until Juno reviews it.

Reimbursements Paid by Your Travel Agency

If your organization books through a travel agency, Juno can arrange for that agency to pay guests’ reimbursements directly in currencies Juno doesn’t pay out itself. Currently, Indian rupees (INR) is the only currency this is available for. Juno support sets it up for your organization on request; there is no self-service control for it.

Once INR is on your organization’s list, bank details a guest saves for an INR international bank transfer are kept for your travel agency, and that guest’s INR reimbursements are assigned to the agency to pay outside Juno. Juno doesn’t send the payment, and doesn’t charge your organization or collect the reimbursement from you.
Bank details a guest saved before INR was added keep being paid by Juno as usual. Their reimbursements move to the agency only after the guest enters their bank details again.
After INR is removed from the list, Juno pays new reimbursements to bank details guests saved for the agency, as an international bank transfer like any other. Guests don’t need to change their payout method. If the details can’t be used, the guest is told the reimbursement failed, as with any other failed reimbursement.
Guests aren’t told that the agency pays, and don’t choose it. Reimbursements in other currencies, or paid another way such as ACH or PayPal, are paid and collected by Juno as usual.
Once a reimbursement is assigned to the agency, it stays with the agency even if the guest deletes their bank details, because the agency may already have sent it. To correct a guest’s bank details for a reimbursement the agency hasn’t sent, contact Juno support.
Reimbursements the agency pays don’t appear in the Developer API transactions report, because Juno doesn’t collect them from your organization.
Changing the list affects only reimbursements created afterwards. Reimbursements that already exist keep the payer they were assigned when they were created.
It can’t be combined with charging expenses at approval time (see Expense Collection Timing). Juno support can’t set up agency-paid currencies while your Conferma payment method charges at approval, or switch to charging at approval while the list has currencies on it.

Payment Method Types

For each spend category, you can specify:

Organization payment method: Use a payment method owned by your organization. Today this can be the Juno Spend Account or any organization credit card you’ve added. Each organization credit card has its own per-category settings (transmit to vendor vs. charge through Juno) that determine how charges are processed once the card is selected.
Coordinator-provided payment: Require the coordinator to provide their own credit card when creating the invitation. The coordinator’s card is collected at invitation time and used for the spend categories the rule applies to.

If your organization uses Avenir as its travel content source, Avenir company cards — shared central travel cards that already exist in Avenir, such as a Business Travel Account (BTA) — can also be registered as organization payment methods for flights and hotels. These cards are charged directly in Avenir, so Juno doesn’t generate a virtual card for them. Whether a company card is used for a given booking depends on how that booking is fulfilled — see Provider Compatibility.

Provider Compatibility

Juno fulfills flight and hotel bookings through more than one travel provider, and not every payment method works with every provider. Avenir company cards can only be charged on bookings that are fulfilled through Avenir.

Your selection rules can still reference a company card for flights and hotels. When a specific booking is fulfilled outside Avenir, Juno skips any rule that resolves to a company card for that booking and uses the next matching rule instead, falling back to your organization’s other configured payment methods (such as an organization credit card or the Spend Account) if needed. Juno applies this check automatically to each new booking, and any virtual card generated for a booking reflects the payment method that was actually selected. If every flight or hotel on a trip is fulfilled outside Avenir, the company card won’t appear in the trip’s payment instructions at all; if a trip mixes Avenir-fulfilled bookings with others, the payment instructions keep the company card for the Avenir-fulfilled bookings while the other bookings are charged to a compatible method.

If your rules rely on an Avenir company card, keep at least one other organization payment method configured so that bookings fulfilled outside Avenir always have a compatible payment method to fall back to.

Travel Fee Rules

The Travel fee category is available only after Juno has set up travel fees for your organization. Once it’s set up, Travel fee appears as an option for the Spend Category condition, even while travel fees aren’t being charged yet. This lets you choose how the fee will be paid before charging starts.

To choose how the travel fee is paid, add a rule with the condition Spend Category equals Travel fee. Juno charges the fee to a single-use card issued from your organization’s own payment method, so the rule must use a Ramp account or Conferma payment method. Other payment methods, such as the coordinator card, organization credit cards, and the Spend Account, aren’t offered for travel fee rules, and Juno won’t save a travel fee rule that uses one.

Juno doesn’t fall back to another payment method for the travel fee. If the rule that applies — or your default payment method, when no rule matches — isn’t a Ramp account or Conferma payment method, the fee can’t be charged. Contact Juno support if you have questions about how travel fees are set up for your organization.

If your organization reads transactions through the Developer API transactions report, each travel fee Juno charges appears there as its own transaction with the category FEE, separate from the booking it relates to. The transaction shows the fee amount, Juno’s processing fee and the total charged to the card. A fee charged for a specific booking is linked to that booking. A fee charged for the trip as a whole has no booking.

Filtering the report by booking returns that booking’s transactions and any fee charged for it. A trip-level fee isn’t included; filter by trip to see it.
Fees still pending or that failed to charge don’t appear. Neither do fees your travel agency collects directly.
Card statement details, such as the posting date and statement descriptor, appear once the card issuer reports the charge. For a Ramp account card, they aren’t available.

This doesn’t change your Spend Account statements or other reports in Juno.

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. Spend Account and any organization credit cards you’ve added are available here.
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

Reimbursement Not Collected After Changing Payment Methods

If a reimbursement was paid to the guest but hasn’t been charged to your organization after you changed the expenses payment method:

Check whether the new payment method has a different processing fee than the one selected when the reimbursement was funded. Juno collects the amount recorded at funding and won’t charge it to a payment method with a different fee.
Contact Juno support to resolve the collection.

Company Card Not Used for a Booking

If you expected an Avenir company card to be used for a flight or hotel but a different payment method was selected:

Check how the booking was fulfilled. Company cards can only be charged on bookings fulfilled through Avenir — for any other booking, Juno automatically falls back to your organization’s other configured payment methods. See Provider Compatibility.
Remember that company cards apply only to flights and hotels. Ground transportation and expenses always use other payment methods.

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.

Credit Cards - Add organization credit cards as a payment method and control how each card is charged per spend category
Juno Spend Account - How the prefunded Spend Account works as a payment method
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.