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:
- Stay extra nights beyond the covered period (flexible nights)
- 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 flexible nights”
- “Guest is paying for a room upgrade”
- “Guest is paying for additional flexible 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:
| Component | Description |
|---|---|
| Total booking cost | The full hotel cost before any split |
| Organization pays | Your portion after subtracting the guest’s payment |
| Guest pays | What the guest is covering, broken down by line item |
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 (Flexible 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
Reading the Approval Details
The hotel approval drawer explains why a stay needs your decision. Nights beyond the covered dates are flexible nights in your policy, and the drawer counts them in a row labelled Nights, alongside the limit your policy sets so you can judge the request without looking it up.
Nights
For a stay attached to the covered dates, the drawer shows a Nights row that accounts for the whole stay — 4 nights requested, and beneath it in smaller grey text 2 nights covered by policy, then 2 nights need approval in amber. The first number is the stay you are looking at, the second is what policy already pays for, and the third is what your decision is actually about. The explanation above it names the limit: “policy allows only 1 flexible night outside the covered window, and this 4-night stay uses 2.”
The covered count reflects any coverage you or another coordinator granted for the guest, which can be more generous than the organization’s default policy.
Distance Beyond Covered Window
Some stays sit entirely outside the covered dates rather than extending them. For these, the drawer shows a Distance beyond covered window row instead. The value is how far the stay falls beyond the covered window, not a count of added nights, so a short booking can still show a large distance.
A large “distance beyond covered window” does not mean the guest booked that many nights. Check the stay dates in the drawer to see the actual length of the booking.
What Coordinators Should Know
No Action Required
Split payments are processed automatically. When a guest chooses to split the cost:
- Their card is charged immediately when they book
- The approval you see reflects only your organization’s portion
- 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:
- They should ask Scout to submit a support case
- Juno’s billing team handles all split payment inquiries
- Refund eligibility depends on the hotel’s cancellation policy
Split payments are only available for USD hotel bookings. If you don’t see split payment options, the booking may be in a different currency or your organization may have split payments disabled.
Related Documentation
- Managing Invites - Overview of approval workflows
- Split Payment Policy - Admin configuration options
- Guest Split Payments - What guests see when using split payments