Split Payments in Hotel Approvals

When your organization has split payments enabled, guests can pay for portions of their hotel booking that exceed policy limits. As a coordinator, you’ll see split payment information in your hotel approval workflows.

What Are Split Payments?

Split payments allow guests to cover the cost difference when they want to:

1. Stay extra nights beyond the covered period (shoulder nights)
2. Book a room that exceeds the organization’s maximum rate (room upgrade)

When a guest chooses split payment, they pay their portion directly—no approval is needed from you for the guest-paid portion.

Recognizing Split Payments in Approvals

Split Payment Indicator

In your hotel approvals table, you’ll see a split arrow icon next to the amount when a guest has chosen split payment. Hover over the icon to see what the guest is paying for:

• “Guest is paying for additional shoulder nights”
• “Guest is paying for a room upgrade”
• “Guest is paying for additional shoulder nights and a room upgrade”

Understanding the Amounts

When split payment is involved, the amount shown in your approval represents your organization’s portion only—the guest’s payment has already been subtracted.

Example: A booking totals $800. The guest is paying $200 for extra nights. You’ll see $600 in your approval, which is what your organization will pay.

Split Payment Breakdown

When you open a hotel approval with split payment, you’ll see a detailed breakdown:

Guest Payment Line Items

The guest’s portion is itemized to show exactly what they’re paying for:

• Extra nights: Full nightly rate for nights outside the covered period
• Room upgrade: Per-night difference above the policy maximum
• Taxes & fees: Applicable taxes on the guest’s portion
• Processing fee: 2.9% fee to cover card processing

How Costs Are Split

Extra Nights (Shoulder Nights)

When a guest extends their stay beyond the covered period, they pay 100% of the extra nights.

Example: Policy covers 3 nights. Guest books 4 nights, arriving a day early.

• Organization pays: 3 nights (covered period)
• Guest pays: 1 night (early arrival) at full rate

Room Upgrade (Out-of-Policy Rate)

When a guest selects a room above the policy maximum, they pay the per-night difference.

Example: Policy max is $150/night. Guest books a $200/night room for 3 nights.

• Organization pays: $150/night × 3 nights = $450
• Guest pays: $50/night × 3 nights = $150

Combined Scenarios

Both can occur on the same booking:

Example: Policy covers 3 nights at $150/night max. Guest books 4 nights at $200/night.

• Organization pays: $150/night × 3 nights = $450
• Guest pays: 1 extra night at $200 + $50/night upgrade × 3 nights = $350

What Coordinators Should Know

No Action Required

Split payments are processed automatically. When a guest chooses to split the cost:

1. Their card is charged immediately when they book
2. The approval you see reflects only your organization’s portion
3. No coordinator action is needed to process the guest’s payment

Refunds Are Automatic

If a hotel booking is cancelled or modified, split payment refunds are processed automatically through our payment system. You don’t need to manage refunds for the guest’s portion.

Guest Support Questions

If a guest has questions about their split payment charge, refund eligibility, or payment issues:

1. They should ask Scout to submit a support ticket
2. Juno’s billing team handles all split payment inquiries
3. Refund eligibility depends on the hotel’s cancellation policy

Related Documentation

• Managing Invites - Overview of approval workflows
• Split Payment Policy - Admin configuration options
• Guest Split Payments - What guests see when using split payments