If the card's monthly budget was used entirely before the end of the month and/or if the member needs to spend more than the predefined budget to make a specific purchase, then they can ask for a top-up.
Approval policies apply to both virtual cards and physical ones.
Top up your card as a Requester
Go to the Cards tab
Click on Top up.
Fill in the amount needed.
Give your account owner or approver a short explanation.
Click on Top up card.
You will get an automatic confirmation of the load, or your approver(s) will have to validate your request first (according to your approval policy).
If you're in several teams, the top-up request is sent to all of your approvers as it's assigned to no team.
👨🏻💻 If a monthly budget wasn't set-up by an account Administrator on your plastic card, don't worry, it just means that you can use your plastic card doing only top-ups.
Top up a card as an Admin
Simply head over to the Cards tab:
Choose the card you want to load.
Look at the options on the right.
Click on Top up.
Fill in the amount.
On debit cards, if you need to lower the card's limit, tap "decrease the limit".
About Plastic Cards and Approval Policies
Account Administrators (Account Owner or Administrator) have set up your your approval policy. You can find the one that applies to you in "My profile" settings.
This approval policy applies to different payment methods, depending on your approval policy.
For more information about approval policies, please follow this link.
Here is how the approval policy applies to a physical card:
A Requester has an approval policy of €50 per transaction and €500 per month. He has a physical card with a monthly budget of €3000 that has been approved by an Account Administrator.
If the monthly card budget has been fully used by the end of the month and/or if the member needs to spend more than the predefined budget to make a specific purchase, then he/she can request a top-up.
In this case, the approval policy is as follows: if the top-up request is less than €50, it will be automatically approved, otherwise it must be approved.
The same applies to the monthly budget limit: the applicant will be able to make a maximum of ten top-ups of €50 without any validation. Any top-up request above the monthly limit will have to be approved by a manager.
Keep in mind:
If a monthly budget wasn't set up by an account Administrator on your plastic card, don't worry, it means that you can use your plastic card doing only top-ups.
Do not hesitate to check your card's load limits.
If a card's loading limit has been reached or is about to be reached, topping it up may not be possible.
It can be a monthly (1-31st of the month) or yearly limit.
You can check this info with our support team. If necessary, we will advise you to replace your card.
Virtual cards can be replaced by the Requester.
Physical cards need an Admin to reorder the card (1-3 weeks expected delivery).