Provisioner Tasks User Guide

General functionality

Welcome to your Card program

What is a virtual card?

A virtual card works the same as any plastic card, only it is virtual. 

No plastic to lose, damage or have stolen.

How is it used?

Cardholders have the card data on their cell phone.

Using that data, they can make purchases either by:

• Providing the merchant the card data
• Use tap and pay

Languages

Languages available are English and Canadian French in both the web portal and mobile app. 

Your smartphone or browser automatically detects the language you are using based on your phone or browser settings and displays the mobile app or web portal in your selected language.

Note that emails for customers in Canada include verbiage in both English and Canadian French.  

Currencies

User roles

Card user. Card users are individuals who have a provisioned Instant Card to make purchases. Card users can access Instant Card only using the mobile app.

Provisioner. Provisioners primarily create cards for users. A U.S. Bank super admin user or a card company administrator can add a provisioner using the Administrator portal. Provisioners cannot receive an Instant Card to make purchases.

Approver. Approvers can approve cards that exceed a set monetary threshold for the program. If the company is not using an approval process, this role is unnecessary. A U.S. Bank super administrator or a card company administrator can add an approver using the administrator portal. Approvers cannot receive an Instant Card to make purchases.

Card company administrators. Card company administrators can add new provisioners and approvers. They can also change basic controls, such approval limits and the ability for card users to request cards.

Administrator read-only. Administrator read-only users are internal U.S. Bank users who can see information on the Super Admin site but not make any changes.

Super administrator. Super administrator users can add new companies, add and modify users, and review open cards across companies. This role is for U.S. Bank internal use only for select teams that need to directly support customers.

User registration

Registering a card user

A card user cannot use the Card app unless a provisioner creates a card for them. If a card user tries to log in or register for an account, then the process fails.

Troubleshoot: Registration of a card user

If a card user says they cannot register, check two things:

One. Confirm that a provisioner has created a card for them.

Two. Check in the Administrator portal to see if the card user has a profile.

Registering all other roles

We add all other roles to Instant Card using the Administrator portal. For detailed information, refer to User registration: Provisioner/Approver/Card Company Admin on page

Email messages

A user receives only emails from the bank. We do not use any test messaging or phone communications at this time.

The user will get an email when they:

• First register
• Receive a card
• Request a One-Time-Passcode (OTP)
• Have a card deactivated

Emails come from donotreply@expensewizard.usbank.com, or donotreply@easypay.elanfinancialservices.com

You can see a sample email below.

Troubleshoot: Email messages

The email system may drop an email from time to time. If a user does not get an email, tell the user to check their email spam folders. For large organizations, especially local governments and schools, their fire walls may also block our email address. They can also select to resend the code. A customer’s firewall may also be blocking emails to the cardholder’s email address.

Create single cards

The primary function of a provisioner is to create cards. The following is a list of functionalities they can perform.

Log into the web portal

Single card creation

Step 1: Specify card information

The provisioner

• clicks Create card menu
• Select Single card

OR

• Click Create single card button in your My Provisioner Items area.

The provisioner specifies the card details. Below are all the available fields:

Card Valid from: (Required) This field is the date the card can begin being used. The default tis the current date. We plan to offer future provisioning at a later time.

Card Valid to: (Required)This field is the date that the card is valid until. A date up to 365 days from the ‘Valid from date’ can be set. The card will expire at the end of this day at midnight Eastern time.

Card Limit: (Required)This field is the monetary limit of the card. If this amount exceeds approval threshold, the card will require approval before being created. This limit value is unique to each client’s organization.

Field 1: (Required) This field is a general notes field for miscellaneous information, such as title of the card

Field 2: (Optional) This field is a general notes field.

Notes: (Optional)This field is a general notes field.

First Name: (Required) This field is the cardholder’s first name.

Last Name: (Required) This field is the cardholder’s last name.

Employee ID: (Required for Concur) This field enables a link between the system and Concur. If the customer is synced with Concur Pro, then the provisioner must enter the card user’s Employee ID in Concur. If the client does not use Concur Pro, then they can use this field for any other information they desire.

Email ID: (Required)  This field is the email address the card will be created for and sent to.

Mobile Number: (Required)  This field is the phone number of the cardholder. No functionality is tied to phone numbers at this time. No calling or text messaging will take place.

• When data in entered, click Create card.

The system sends the card to the user already activated.  User must then use the Mobile app to use the card.

Email example sent to cardholder:

Step 2: Post single card creation

After the provisioner creates the card, the system will direct the provisioner to the Active Cards screen where they can locate the card they just created. For more information on Active Cards screen, see that section.

FAQ

Why am I getting an error when creating cards? Cards failing creation can happen for a number of reasons. When troubleshooting this issue check for the following items:

Check the email address the card is being created for. If this email address is registered to another role like Provisioner, Approver or Card Company Administrator, it will fail. These roles cannot receive cards.

Is the managing account current and not delinquent, or is there potential fraud on their account?

Is the setup of the program correct? Refer to implementation SOPs to check for things like SUA pools, Custom Field setup in AxOL, and that the OSN is listed under the proper System IDs in

Create Single card on Mobile App

Provisioners can provision a card using the mobile app.

• Open the Mobile App
• Tap the card icon

• Specify the valid dates, credit limit and any additional information.

  Learn more: Each Field 1, Field 2 and Notes field has a limit of 50 characters. Your organization can use these fields to capture any information you like.

  Field 1 is required to identify what the card is to be used for.

• Tap Save and continue.

• Specify cardholder details.

Your organization may not require or use the optional employee ID field.

• Tap Save and continue

• Tap Create card

After you tap Create card, the cardholder gets an email message with instructions to access the virtual card, add the virtual card to their mobile wallet, and use the virtual card immediately.

Learn more: You can also monitor your request on the mobile app.

Tip! You can also enable and use Face ID or Fingerprint ID on the mobile app to request the one-time passcode.

To monitor your requests on the mobile app,

• Tap Requests.

Filter to show all requests, sent requests,

and rejected requests.

Edit cards in Active card view

Active Cards Screens

The active card screen is a place to see active cards that are currently assigned to users. At this time past cards that are no longer cannot be seen in the app; this will be a future enhancement. To review past account information, you will need to run a report in Access Online.

On this screen the user can see basic details about the cards.

By clicking on the cardholder’s name, the provisioner can see additional card details.

If the user clicks on the image of the card, they can request a one-time password (OTP) sent to their email, which will then unlock the full card information.

All Active Cards

The All Active Cards option allows a provisioner to see all cards created across their program from all provisioners.

It is recommended that all provisioners have this view in order to appropriately support their business. To ensure a user has this view, check their profile on the administrator site.

All active cards can be viewed by changing the filter:

My Requests

The My Requests page is where a provisioner can go to find unfinished bulk card creation requests, as well as cards requested from Card Users.

Active Card View

The active card view is a place to see cards that are currently assigned to users. At this time past cards that are no longer valid cannot be seen in the app; this will be a future enhancement. To review past account information, you will need to run a report in Access Online.

On this screen the user can see basic details about the cards.

By clicking on the cardholder’s name, the provisioner can see additional card details.

If the provisioner (or other roles) click on the Show card details, they will be able to request a one-time password (OTP) sent to their email, which will then unlock the full card information.

• Click Show Card Details

A one time passcode (OTP) will be sent to the provisioner's registered email.

Open the email and retrieve the passcode.

• Enter the passcode
• Click Continue

The card details will appear.

• Click Edit details

Editable fields at this time:

• Valid from (Tip! use the calendar icons to select your new date)
• Valid to
• Credit limit
• Save your changes!

If you wish to review transactions made on this card,

• Click View Transactions

The transactions appear at the bottom of the view.

All Active Cards

If a provisioner has the All Active Cards option, it allows a provisioner to see all cards created across their program from all provisioners.

It is recommended that all provisioners have this view in order to appropriately support their business. To ensure a user has this view, check their profile on the administrator site.

You can choose to see all active cards  by changing the filter:

Active Card Functionality

On the active card screens, provisioners have the ability to perform the following actions:

• View full card details
• Deactivate a card
• Modify a card

• View Card Details - In order to view the card details, click on a cardholder’s name. This will open a side panel that displays all basic information for the card. You can also click on ‘Show card details to request a one-time password and see the full card number and billing details.

• Deactivate a card – If you want to shut off a card immediately to prevent new transactions, a Deactivate button is available in the card details. This will immediately shut off the card.

• Modify a card – In the card details screen you can click the pencil icon to unlock the ability to edit Provisioned credit limit and the validity dates.

Please note: If you adjust the valid from date to a future date, a user will NOT be able to add the card to their mobile wallet until that date.

Table Functionality – As a provisioner you can perform the following functions at a table level:

Download – You can download an excel sheet that contains the same data displayed on the table

Edit – unlocks the ability to edit credit limit, Valid from and Valid to

Deactivate – immediately turn off select cards

Show/Hide columns – allows a user to show or hide specific non-essential columns. At this time this will not save for the next time you login.

Create bulk cards

Bulk card creation

Sometimes you have a LOT of cards! If so, you can use the bulk upload template.

Step 1: Download the template

In order to utilize the bulk process, a user must first download the template from the upload page.

NOTE: with the new website you will NEED to download a new template, it is different from previous versions.

• Expand Create card menu
• Select Bulk Cards option

Or

• Select Create bulk cards button under your My Provisioner Items.

The upload area appears.

• Click the link to download a copy of the bulk upload template

• Click Open and save the file to your computer. (Do not use Upload from mobile

Step 2: Populate the template

The user must open the template and fill out the fields. These are the same fields as in single card creation.

PLEASE NOTE: Do NOT delete lines 1 and 2 from the spreadsheet.

The provisioner specifies the card details. Below are all the available fields:

Card Valid from: (Required) This field is the date the card can begin being used. The default tis the current date. We plan to offer future provisioning at a later time.

Card Valid to: (Required)This field is the date that the card is valid until. A date up to 365 days from the ‘Valid from date’ can be set. The card will expire at the end of this day at midnight Eastern time.

Card Limit: (Required)This field is the monetary limit of the card. If this amount exceeds approval threshold, the card will require approval before being created. This limit value is unique to each client’s organization.

Field 1: (Required) This field is a general notes field for miscellaneous information, such as title of the card

Field 2: (Optional) This field is a general notes field.

Notes: (Optional)This field is a general notes field.

First Name: (Required) This field is the cardholder’s first name.

Last Name: (Required) This field is the cardholder’s last name.

Employee ID: (Required for Concur) This field enables a link between the system and Concur. If the customer is synced with Concur Pro, then the provisioner must enter the card user’s Employee ID in Concur. If the client does not use Concur Pro, then they can use this field for any other information they desire.

Email ID: (Required)  This field is the email address the card will be created for and sent to.

Mobile Number: (Required)  This field is the phone number of the cardholder. No functionality is tied to phone numbers at this time. No calling or text messaging will take place.

Step 3: Upload the sheet

Once the sheet has been populated, save it on your computer.

Next, either click Browse File to select the file to upload, or drag the file and drop it onto the location on the screen.

Please Note: The file must be in an Excel (xlsx) or CSV format.

The file name now appears on the screen.

Once the file is loaded to this screen,

• Enter a title for this bulk request
• Click Upload

Step 4: Reviewing information

Once the sheet has been uploaded the user will have an opportunity to review the details of the cards they want to create.

These cards will have a status based on the information provided

Failed Validation:

The system will check the uploaded file to ensure information entered is permissible. For example, is there an actual email address in the email field or is the Valid To date within 365 days.

Items that have failed validation will have a status of Failed Validation. The field that has failed validation will have a red message present, indicating what needs to be fixed. Users can use the available tools to correct the info.

Validation Passed:

For all records that have passed validation the status will reflect this, and the cards can be created.

Available Tools:

The following tools are available to modify and support the uploaded information accordingly. Note: these functions will not work if the line item has already been created or sent for approval.

1. Create cards – When a user is ready to create a card, mark its checkbox and click create cards

If the approval functionality is turned on, this button will change to “Send for approval” if it exceeds the company’s thresholds.

   2. Edit – Allows a user to adjust any information about the line item prior to card creation

   3. Delete – This action will delete the selected row

   4. Add Card – this action will allow a user to add one card to the table.

FAQ

Why am I getting an error when creating cards? Cards failing creation can happen for a number of reasons. Refer to the Q&A for Single card creation.

Active Cards Screens

The active card screen is a place to see active cards that are currently assigned to users. At this time past cards that are no longer cannot be seen in the app; this will be a future enhancement. To review past account information, you will need to run a report in Access Online.

On this screen the user can see basic details about the cards.

By clicking on the cardholder’s name, the provisioner can see additional card details.

If the user clicks on the image of the card, they can request a one-time password (OTP) sent to their email, which will then unlock the full card information.

All Active Cards

The All Active Cards option allows a provisioner to see all cards created across their program from all provisioners.

It is recommended that all provisioners have this view in order to appropriately support their business. To ensure a user has this view, check their profile on the administrator site.

All active cards can be viewed by changing the filter:

My Requests

The My Requests page is where a provisioner can go to find unfinished bulk card creation requests, as well as cards requested from Card Users.

Work with Requests

Requests

The Requests menu displays the requests that you work on.

It gives a provisioner information about

• Unfinished bulk card creation requests
• Cardholder submitted requests (if you are using that functionality)

You can choose which cards to see, all cards or cards created by me. 

Some provisioners will not see the all cards depending on organizational settings.

• Click Created by down arrow
• Select Me or All

We have chosen by Me. This only shows the cards that I as a provisioner have created and received requests for.

The information you will see is: 

• Date created
• Cardholder name
• Last four digits of the card number, 
• Credit limit provisioned 
• Valid from date
• Valid to date
• Notes in the additional fields
• Provisioner who created the card 
• Approver, if used

Click a column header to sort the card list quickly.

You can also use a keyword in the the search field which will search the content of all columns

• Click the magnifying glass.

To view the details of a card,

• Click the name of the cardholder and follow the same steps we did earlier when creating the card. 

Account detail view opens.

You will have buttons:

• Deactivate
• Edit details
• View transactions

Here we are back on the active card view. 

From here, You can download the card list.  This file will give you a full list of all ACTIVE cards. 

• Click Download list button

Your file will appear. It will be in Excel format.

 You may need to make sure your pop-up blockers are off first!

• Click Open file to download and save to your computer.

xxxxxx

If you need to make changes to the card, 

• Select Edit button.

Your selected cards will switch into edit mode, giving you fields to make your changes.

• Edit the fields as needed

• Be sure to save your changes. 
• You can also cancel your edits if needed.

Need to deactivate a card?  Maybe even more than one card?

• Click the check box for the card(s) you want to deactivate.
• Click the deactivate button.

Remember, You will also have the deactivate card button in the card details section

You will get a pop up giving you a moment to change your mind, because this action cannot be undone.

Sometimes a view doesn't appear in a way that  you prefer.

Want to adjust your view of active cards? 

• Click on show/hide columns button.

A pop up with a list shows all columns selected by default. To make changes:

• Remove the checks next to the columns you do not want to see.  Here we deselected Notes and Approved by
• Click Apply

Now the notes and approver columns are hidden.

• Use show/hide columns button to change them back to visible as needed.

Frequently Asked Questions

Reporting

To create reporting the most common methods are:

Flex Data report

RTA Report

A custom MIS report

It is crucial to remember that when creating reporting and Instant Card is essentially a payment instruction. So, if you want data like the name of the card holder, you will need to ensure you’re pulling payment instruction data and its custom fields.

For example, with Flex Data you will want to select Payment instruction when creating a report:

Ensure you select custom fields: FIRST, LAST, FIELD1, FIELD2, NOTES, EMPID, PHONE, EMAIL

Spending ‘pro-tips’

Hotels – Hotels can technically accept Instant Card. However, some locations may demand to see physical plastic cards at check-in. This comes down to who is behind the counter and what their policy and procedures are.

Workarounds:

Utilize a hotel chains mobile app for check-in/check-out

Plugin your Instant Card details to the app

Manual entry – ask the front desk to perform a manual entry. If they are concerned about a name not being present on a card, open the profile screen in the app to show you are the authorized user that is logged in. this is NOT fool proof but could create a connection to a user’s ID and their authority to use the card.

Car rentals – Car rentals in general don’t want to accept virtual cards when picking up a vehicle. Some companies will offer the ability to bypass customer service by using their apps. These options should work without issue

General tap-to-pay – As technology and hardware progresses it’s crucial to remember to ‘go-slow’ when performing tap-to-pay in general. Depending on the merchant and the system they have, a lot of human error can take place when it comes to timing, where you place the phone on the POS, etc. If errors at a merchant occur, try again, a different POS if possible or consider if that merchant has an online app that you can input your Instant Card info into.

Why can’t I create a card?

There are numerous possibilities why card creation could fail. The following are a list of the most common reasons that are mostly based on the setup of the clients’ program:

The provisioner is trying to send a card to an email address registered as a higher level role

Custom fields are not built, or were not built properly (AXOL)

SUA pool is empty (AXOL)

SUA pools are not linked properly (AXOL)

OSN was not added to System IDs (AXOL)

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Wrong Payment Account ID was input in the administrator screen (IC Administrator portal)

If these options have been exhausted, escalate to the product team.

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You may not reproduce this document, in whole or in part, without written permission.

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