What happens to existing pending card requests when Virtual Card Approval Workflows is enabled for the first time?
When the Virtual Card Approval Workflow setting is enabled for the first time, all existing pending card and update requests will automatically require final approval for the Card Approver.
What happens to pending card requests when the Virtual Card Approval Workflows is disabled?
At the point the Virtual Card Approval Workflow setting is disabled, any requests that were pending final approval from the Card Approver will be automatically canceled. The requesters/recipients of the card will be notified that the request has been rejected.
Will the Card Approver require approval from another user?
No. The Card Approver has no additional approvers. Any card creations or card updates made by the Card Approver will not require further approval. However, if the Card Approver requests a card or card update from a different user, then they will need to provide final approval of their own request (see below).
Will the Card Approver need to approve their own requests?
Yes. If the Card Approver requests a new virtual card or a card update from another user and the user they requested from approves the request, then the Card Approver will need to provide final approval. This is a safeguard because the user they requested from can modify the request details (such as the credit limit), and the Card Approver will be able to review if any changes were made to their original request before approving it.
How does the "Required for Cards Over" work?
When enabling Card Approvals, an Owner or Admin can set a dollar value such that only card requests above this value will require final review from the Card Approver. By default, this value is $0 -- meaning that all requests will require Card Approver review.
For example, if the set threshold value was $50, only the following scenarios would require the secondary approval from the Card Approver:
1) a new virtual card request where the credit limit is over $50
2) a new virtual card update request where the updated credit limit is over $50
When are recipients notified of their virtual card or update request status?
Recipients will be notified on the outcome of their virtual card or virtual card update request once the final approver has approved or rejected the request.
How are budget limits affected when virtual cards are awaiting final approval?
If a virtual card has been approved and assigned to a budget by a user, but the request has not yet been approved by the Card Approver - the remaining available funds in the budget remain unaffected. The available funds in the budget will not change until the Card Approver has approved the virtual card request.
While the Card Approver is reviewing requests, if they attempt to approve a request tied to a budget that does not have sufficient funds to support the request, then they will see an insufficient funds error. They will not be able to approve the request. At this point, the Card Approver has 2 options:
- Reject the virtual card request
- Leave the request in a pending state until the budget limit has been increased, which can only be done by the Budget Creator
What happens when the Card Approver is changed?
If the Card Approver changes to a different user, then any requests which were pending final approval from the previous Card Approver will now be transferred to the new Card Approver. These requests will be found under the “Pending Requests” tab.
Any new card requests made will now be routed to the new Card Approver.
What happens when the Card Approver leaves my org or is deactivated?
The assigned Card Approver cannot join another org or be deactivated – any attempt to do so will be met with an error. If the user must be deactivated or leave the org, then the Card Approver role must be reassigned or disabled.
Can a Member or Bookkeeper be a Card Approver?
No. Only Owners or Admins can be assigned as a Card Approver. Any user who is the Card Approver cannot have their role downgraded to a Member or Bookkeeper.