Card program usage and limit

This guide provides an overview of ITILITE Card program types, how card usage and limits are managed, and the different access levels for card administration within your organization.

Table of Contents

• Understanding ITILITE Card Programs
• Managing Card Usage and Balances
• Controlling Card Issuance and Limits
• Access Levels for Card Management
• Pro-Tips & Guardrails
• Verification & FAQs

Understanding ITILITE Card Programs

ITILITE offers two distinct types of card programs to suit your organization's financial needs:

• Pre-funded: With this program, funds are loaded onto the cards in advance. Usage is limited to the available balance.
• Credit: This program operates on a credit basis, allowing transactions up to a pre-approved credit limit. During the setup process, you will specify a Requested credit limit for your program.

Managing Card Usage and Balances

ITILITE provides clear visibility into card usage and balances, ensuring you can effectively monitor and manage your card programs.

For all ITILITE-issued cards, you can view transactions in real-time, complete with relevant attributes and current balances. This helps in reconciling live available limits with your dashboard views.

The balance on your card statement is updated only when transactions are officially posted. Any Amount on hold at the end of a cycle is displayed for informational purposes, helping you match it against the live available limit shown on your dashboard.

Statement Details by Program Type:

• Pre-funded Programs: Statements typically include details such as Previous balance, Payments made, Amount spent, Amount on hold, and Current balance.
• Credit Programs: Statements will show the Previous cycle’s due amount and Payments made. Depending on your setup, you may receive messages indicating that the due amount will be automatically deducted from your linked bank account, or a reminder to complete payment by a specific due date to avoid late charges.

When an ITILITE-issued card is used for a transaction, the platform automatically checks if the card is unlocked and has sufficient balance. It also verifies if the overall card program has enough balance to cover the transaction. If either the card or the program lacks sufficient funds, the user will receive a prompt to select or add another card.

Controlling Card Issuance and Limits

As an administrator, you have the flexibility to set guardrails for card issuance, even when allowing non-admin users to issue cards. You can define specific limits for self-issuance without requiring additional approvals.

For example, you might configure a policy where a requested one-time limit of up to $5,000 does not require approval. If a user attempts to request a card with a limit greater than this predefined threshold, the system will prevent the request and display a message such as, "You are authorised to issue cards up to $5,000. Contact your admin for cards with a higher limit." This ensures controlled spending and adherence to your organization's policies.

Access Levels for Card Management

ITILITE defines specific roles to manage and use cards effectively:

• Cardholder: An employee who is issued an ITILITE card for business expenses. They can use the card within its allocated limits and policies.
• Card admin: An administrator responsible for setting up card programs, issuing cards, managing limits, and overseeing card usage for the organization.
• Bookkeeper: A user primarily focused on financial reconciliation, often with access to view transactions and statements to assist with accounting processes.

Pro-Tips & Guardrails

Verification & FAQs

After setting up your card programs and limits, regularly review statements and transaction logs to ensure everything aligns with your organizational policies.