Quick Summary:
- Manual authorisations happen when card terminals cannot verify authorisation live.
- You may see a pending hold, then a completed charge later.
- Bring a physical credit card, matching licence, and travel documents.
- Ask for the pre-authorisation amount and keep the signed slip.
At a US car hire counter, especially around New York airports, the payment process usually feels instant, the agent swipes or inserts your card, a deposit is authorised, and you collect the keys. Occasionally, the counter may instead take a “manual” authorisation, sometimes called an offline authorisation, a manual imprint, or a delayed capture. It can look old-fashioned, but it still exists because it helps the rental company secure a deposit when real-time card verification is unavailable or unreliable.
This matters because the way an offline authorisation is taken can affect what you see in your banking app, how quickly the hold drops off, and whether you risk a decline later. If you are arranging car hire in New York, understanding manual authorisations reduces surprises at pick-up and helps you keep your trip moving.
What “manual card authorisation” means at a car hire counter
A manual card authorisation is a card security process used when the rental desk cannot complete a normal online authorisation in real time. Instead of getting an immediate approval code from the card network, the counter takes your card details and creates a record to process later, once systems are back online or a connection improves.
There are a few ways this can happen:
Manual entry of card details, where the agent keys in the number, expiry date, and sometimes the security code, then stores the transaction for later processing.
Imprint or “slip” process, where the card is imprinted or the details captured onto a paper or electronic form, and you sign. This creates evidence that the card was present.
Offline terminal mode, where the terminal accepts the transaction without contacting the issuer immediately, and submits it later in a batch.
In all cases, the intent is similar: the rental company is trying to protect itself against non-payment for a vehicle, fuel, tolls, damage, or extra days, even when the standard authorisation path is not available.
Why US rental desks might use manual or offline authorisations
Manual authorisation is not the default, but it can be used for practical reasons. Around New York, high volumes and complex infrastructure mean occasional hiccups, particularly at airport facilities where multiple counters share networks and devices.
Connectivity problems are the most common reason. If the payment processor link is down, Wi‑Fi is unstable, or the terminal cannot reach the card network, the agent may switch to an offline process to keep the queue moving.
Terminal or system outages can also trigger manual handling. A software update, a processor outage, or a local device failure may lead staff to use fallback procedures.
Fraud controls and risk management are another factor. If a card’s chip cannot be read, or there is a mismatch between the card and reservation details, the counter may require a manual signature record and additional verification before releasing a vehicle.
Unusual transaction types can play a role. Some deposits, upgrades, or added protections might be handled differently depending on the desk setup, especially when multiple elements are bundled into a single authorisation.
If you are collecting from an airport like Newark or JFK, you are dealing with large operations. When you compare options such as car hire at Newark Airport (EWR) or car hire at New York JFK, it helps to remember that payment handling can vary by supplier, counter, and even the specific terminal being used that day.
What you might see on your bank account or card statement
The confusing part for many travellers is that manual authorisations can show up differently from a normal online pre-authorisation. Your bank’s app or statement might display any of the following:
A pending transaction or “authorisation hold” for a deposit amount, often larger than the estimated rental charges. This does not always post as a completed charge, but it reduces available credit temporarily.
No immediate pending hold at all, followed by a later completed charge. If the transaction is stored for later processing, your app may show nothing at the counter, then the transaction appears when submitted.
Two entries that look similar, one pending and one posted. This can happen if the desk attempts an online authorisation, then falls back to an offline method, or if the rental is closed out with a final charge while an earlier hold is still visible.
A larger-than-expected amount, which can be legitimate if it includes a deposit buffer for incidentals, toll programmes, additional drivers, or a higher vehicle category.
In most cases, the hold is released after the car is returned and the final bill is settled, but release timing is controlled by your card issuer, not the rental desk. Some issuers release quickly, others can take several working days, and cross-border banking can add more time for UK cardholders travelling in the US.
How manual authorisations affect deposits at pick-up
Car hire deposits in the US can be substantial, and a manual authorisation does not change the reason for the deposit, but it can change how predictable it feels. With an online authorisation, you usually get immediate confirmation that the deposit is secured. With an offline process, the counter is relying on the card being valid and the later submission being accepted.
This creates two practical risks:
Later decline risk. If the issuer declines the transaction when it is finally submitted, the rental company may contact you after pick-up, or charge a different card on file. In serious cases, it could lead to collections activity.
Hold confusion. If you do not see the hold immediately, you might assume no deposit was taken, then see a posted amount days later and worry it is a duplicate. It is often just the delayed submission.
For travellers arranging car hire around Newark, including larger vehicles such as minivan rental in New Jersey (EWR), it is especially important to confirm the deposit amount and payment method, because bigger vehicle categories can come with higher security holds.
When manual authorisation is more likely to happen
There is no guarantee, but these situations make offline processes more common:
Peak arrival waves, when desks are under pressure and staff choose the fastest workable method if systems are slow.
Late-night pick-ups, when support for technical issues is limited and a quick workaround keeps operations running.
Chip read failures or cards with worn magnetic stripes. A chip-and-PIN or chip-and-signature transaction is preferred, but repeated failures can trigger manual entry and signature.
Cross-border cards, where issuer checks may be stricter, and any connectivity issue can push staff toward manual documentation.
Multiple add-ons at the counter, such as adding protections, extra drivers, or toll products, which can increase the deposit and complicate the authorisation.
How to reduce problems at the counter
You cannot control the desk’s network connection, but you can reduce the chances that a manual authorisation creates delays or banking confusion.
Use a credit card in the main driver’s name. Many suppliers are stricter with debit cards, and some require a credit card for the deposit. A credit card also tends to handle large authorisation holds more smoothly than a current account balance.
Bring the physical card. Digital wallets are convenient, but some desks require the physical card for deposits, and manual processes often depend on the card being present.
Make sure your card has enough available credit for the rental charges plus the deposit. Remember that the deposit hold reduces availability even if it is not a final charge.
Match your documents. Your driving licence, passport, and reservation name should align. Mismatches can prompt extra checks, and in some cases can prevent a manual authorisation from being accepted as adequate security.
Ask what you should expect to see. A simple question helps: “Will this show as a pending hold today, or be processed later?” If the agent says it is offline, note the amount and keep any receipt or signed slip.
Keep your rental agreement and closure receipt. If you later see what looks like a duplicate transaction, these documents help your bank trace whether one entry is a hold and the other is the final charge.
If you are comparing suppliers at Newark, options such as Budget car rental in New Jersey (EWR) or Dollar car hire in New Jersey (EWR) can have different counter workflows. Regardless of brand, the best approach is to be clear on the deposit amount, keep paperwork, and ensure your payment method is compatible with the supplier’s rules.
What to do if you think you were charged twice
First, distinguish between an authorisation hold and a completed charge. A hold is usually marked “pending” or “authorisation”, and often disappears automatically once the final bill is settled. A completed charge posts to your statement and contributes to your balance due.
Practical steps that usually resolve the situation:
Wait for the hold to drop off. Many “duplicates” vanish within a few working days after return.
Check the amounts. A deposit hold and a final rental charge are often different values. Two identical posted charges are less common and worth querying quickly.
Use your rental agreement to confirm the agreed total and any additional items.
Contact the rental supplier first if you have two posted charges, because they can confirm whether one was reversed.
Then contact your card issuer if the supplier confirms an error or cannot explain the entries.
Manual authorisations can make timing look odd, but in most cases the outcome is still one final rental charge, with any deposit hold released later.
FAQ
What is a manual card authorisation at US car hire pick-up?
A manual authorisation is a deposit or payment record taken without live approval from your card issuer. The counter captures your card details and submits the transaction later, often due to connectivity or system issues.
Will a manual authorisation appear as a charge on my statement?
It might show as a pending hold, or it may not appear until it is processed later and posts as a completed charge. The exact display depends on your bank and the way the counter submits the transaction.
How long do authorisation holds last after returning the car?
Many holds drop off within a few days, but timing is controlled by your card issuer. Cross-border cards and weekends can extend how long the hold remains visible.
Can a rental desk refuse my card if it has to authorise manually?
Yes. If the desk cannot obtain enough confidence that the deposit will be paid, it may decline to release the vehicle. A physical credit card in the main driver’s name reduces this risk.
How can I avoid confusion with offline authorisations in New York?
Confirm the deposit amount at the counter, keep the signed slip or receipt, and retain the rental agreement and return receipt. These documents help resolve any later statement queries.
