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Ghost Card Management
What Is A SWABIZ Ghost Card?
A credit card that has been saved to your company’s SWABIZ account and can be assigned to one or more Traveler Account Profiles. This allows Travelers and Travel Managers to use the card to purchase Air reservations without revealing the card’s account number or billing information. Ghost Cards do not apply to Car and Hotel reservations.
Require Ghost Cards and Traveler Accounts
Click Ghost Card Management
Click inside of box to enter a check mark
If box is checked, all Travelers will be required to log in as a Traveler and use a designated Ghost Card. They will not be permitted to enter/use any other type of credit card. Travel Funds, Gift Cards, and LUV Vouchers can still be used.
Ghost Cards can also be required on an individual Traveler basis without requiring all. See Assign section below.
Click Add to add a Ghost Card to your SWABIZ account. You can add as many Ghost Cards to your SWABIZ account as needed
The ‘Card Name’ is the name that will appear in the drop-down box for Users to see and know which card to select for their purchase. (e.g. Company Name Corp Card)
CVV – Providing the credit card’s security code is required in order to store as a Ghost Card, but will not be required during the purchase process. The CVV itself is not saved/stored, but instead used for a one-time verification. A verification flag is then assigned to the stored card.
This section allows you to assign Ghost Card permission per card, per User. Click ‘Assign Users’ to begin.
There are three permission settings you can assign.
Not Allowed To Use – This is the default setting. Whenever a new card is added or a new Traveler has been linked to your SWABIZ account, the permission will be automatically set to ‘Not Allowed To Use’.
Allowed To Use – This allows Users to select the Ghost Card from a drop-down box as their form of payment or select a different FOP.
Required To Use – Ghost Card is automatically applied to Air reservation in a direct bill fashion. In fact, a drop-down box will not appear to the User unless two or more Ghost Cards have been assigned to the Traveler.
When assigning permission, be sure to click the ‘Save Changes’ button at bottom of page for new and modified permissions to take effect.
- View the credit card(s) you have saved as Ghost Card(s) to your SWABIZ account.
- ‘Modify’ button allows you to change your Ghost Card’s…
Credit Card’s expiration date
Registered billing name and address
To change Credit Card Type and/or Account Number, the card must be deleted and re-added with the new information. Hint: Doing so requires reassigning permission settings, so you may want to make note of those settings prior to removal of the card.
- ‘Delete’ will remove the credit card from your SWABIZ account entirely.
This section allows you to see all of your credit cards stored as Ghost Cards and the card’s “Card Name”, Type (e.g. MasterCard, Visa, etc.), CC Number (last four digits), and the cards Expiration Date.
The report can be generated for on-screen viewing (HTML) or downloaded for spreadsheet or database (ASCII, Comma Delimited).
Credit Card Security Code (CVV)
The credit card’s security code (i.e. CVV, CVC, CVD, etc.) is required when storing a new credit card as a Ghost Card. Once stored, the security code will not be asked for during the purchase process.
A temporary hold of $1 will be placed on the account to validate the security code. This is not a charge. The hold will disappear from the account after a few days.
Credit Card Payment Options for Single & Multi-Passenger Reservations
Ghost Cards may be used for single and multiple-passenger reservations.
Credit Cards stored in an individual’s Traveler’s Account may only be used for that individual in a single-passenger reservation.
How to Apply Ghost Cards When Itinerary Change Results in a Fare Difference
Click Manage Travelers
Click Manage My Travelers
Enter Traveler Name listed in reservation you wish to change
Click the ‘Change’ button situated to the right of the Traveler’s name.
Enter confirmation number and Traveler’s Name and click ‘Continue’
Following the steps above will cause the Ghost Card(s) for which the Traveler Is “Allowed To Use” to be offered as a payment option, should there be an increase in fare price for the newly selected itinerary. If the Traveler’s Ghost Card permission is set to ”Required To Use”, any increase in fare will automatically apply to the required Ghost Card upon confirming the itinerary change.
Currently, clicking the CHANGE/CANCEL tab/button or “Change reservation” link will still allow you to change a reservation, but applicable Ghost Cards will not be offered as a payment option, should an increase in fare apply.
Internal Reference Numbers (IRN)
While not necessarily required, IRNs can be used to identify the reason for travel, assign cost to a particular division, determine which department/group is traveling most/least, etc.
The SWABIZ Master Report can be sorted by IRN, allowing you to group/bundle all reservations associated with its respective IRN value.
IRN Application Settings
“Yes. All travelers must select from Company-defined IRNs (Requires Traveler Account login.” Requires an IRN that Travel Manager created be selected before reservation can be confirmed.
BookingBuilder Users – If you use a program called BookingBuilder, this setting will prevent BookingBuilder from working properly.
“Yes. All travelers must select from Company-defined IRNs or enter an alternative IRN.” IRN must be selected from drop-down box or manually entered for reservation to be confirmed. (Compatible with BookingBuilder)
“No. Travelers are not required to enter IRNs.” While not required, an IRN may still be manually entered into the reservation at time of booking. (Compatible with BookingBuilder)
Add – You can add as many IRNs as needed. For each IRN, a Description must be included. The IRN and Description will appear to the User in a drop-down box as “IRN – Description”. Example: “201 – Cost Center” or “58300 – Project Number” or “Marketing – Department”, etc.
View/Modify – Allows you to view, modify, and delete existing company-defined IRNs