Mastering Corpay CLC Late Charge Procedures: A Step-by-Step Guide

One of the most common questions we hear from hotel accounting teams is: "The CLC card expired and we missed the charge — is that money gone?" The answer, in most cases, is no. Corpay has a late charge procedure, but it's not widely documented and the process has specific requirements that trip up most hotels.

Here's how it works. When a CLC virtual card expires before the hotel processes the charge, the original authorization is still on record in Corpay's system. The reservation existed. The guest stayed. The payment obligation remains. But you can't simply retry the expired card number — it will decline every time.

Instead, you need to submit a late charge request through Corpay's designated channel. This requires the original reservation confirmation number, the virtual card number that was issued, the exact dates of stay, and the amount being requested. The amount must match what was originally authorized — if your PMS rate differs from the authorization, you'll need to request a rate adjustment simultaneously.

Timing matters. Corpay generally processes late charge requests submitted within 30 days of the original checkout date. After 30 days, the process becomes significantly more difficult and approval rates drop. After 90 days, most late charges are denied outright.

The documentation requirements are strict. You'll need folio copies showing the guest's stay, the original reservation details, and an explanation of why the charge wasn't processed during the valid window. Incomplete submissions get rejected and restart the clock.

At Reconcile CLC, we process late charge requests for our clients every week. We know exactly what documentation Corpay requires, the optimal submission format, and the follow-up cadence that gets approvals. Our late charge recovery rate exceeds 85% when submitted within the first 30 days. Don't let expired cards become written-off revenue.