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3.17 | Company Credit Cards (CCC)

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As part of the job responsibilities of certain positions, budgets must be managed and purchases made and CTC hosting to be had. For those peeps, we’ve got you covered! You’ll be given a CTC credit card with the expectation that it will be used for CTC purchases and that your personal card will standby for personal use.

CCC’s are to be used for purchases on behalf of CTC and for any travel expenses incurred while traveling on company business, or pre-approved purchases with documented supervisor approval only. 

If you have a CCC, it’s your responsibility to ensure that spending is within budget. If you’re unsure about the budget for any given project/endeavor at any given time, please see the Finance Department for clarification prior to spending. All budget holders are held to budget constraints and ANY budget overages should be discussed with direct budget holder and finance PRIOR to making those purchases.

At no time may an employee who is in possession of a company issued credit card use this card for purchases intended for personal use.  The use of CTC issued credit card for anything other than its intended purposes may result in the credit card being revoked and disciplinary action up to and including termination of employment. Additionally, the employee will be responsible for paying CTC back in full for any and all personal charges on CTC card.

All expense reporting guidelines via Divvy are to be followed for submitting expenses charged to a CTC issued credit card.

Using Divvy

With Divvy, you’ll never have to worry about saving your receipts for Finance at the end of the month and you can request funds from your manager on the fly. With Divvy, it is easy to track all of your company-related spending from their user-friendly mobile app.

Important note: CTC uses Divvy for company credit cards and personal reimbursements. This guide is specifically related to using company credit cards. Please refer to this article in Common Knowledge for information regarding using Divvy for personal reimbursements. 

1. Your Divvy Account

Once you have been given access to Divvy, your admin will send you an invitation email that will let you create your password and log in. If you have not received that email yet, reach out to Mitch Friesen on Slack.

2. Downloading the Mobile App

The Divvy mobile app is your most useful resource with all things Divvy (Android and iOS).

To keep your financial information secure, Divvy uses multi-factor authentication (Learn more about MFA here). This helps prevent fraudsters from gaining unauthorized access to your money.

When you first log in, you’ll enter your phone number and receive a six-digit SMS/Text code. Enter the code to verify your identity.

Don’t forget to check “Remember this browser” when entering your passcode so you don’t have to input a code for another 30 days.

3. Card Activation

Once you have logged in to your account and received your physical Divvy Card, you will need to activate your card to start spending! There are two ways to activate your physical card:

On the Mobile App:

  1. Open the app and log in.
  2. Once logged in, you’ll see a picture of your Divvy card. Press Activate Card and enter the last 4 digits of your physical card.
  3. All done! Your card should now be active and good to go.

On the Desktop Site:

  1. Go to app.divvy.co and log in.
  2. After logging in, click on your initials on the bottom-left of the screen and then click Profile.
  3. Once on the profile page, there will be an image of a credit card in the bottom right. Click Activate card and enter the last 4 digits of your physical card when prompted.
  4. All done! The card should now be active and good to go.

(Note: If your card still says “Not Activated” after either of these methods, try refreshing the app by logging out and re-entering credentials). Refer to Divvy’s step-by-step activation instructions here.

Now that you are logged in and have activated your card, let’s walk through the mobile app and the most relevant features for you as a spender!

4. Cards

On the Wallet page, you will be able to see your physical and virtual cards.

Your physical Divvy card is, well, a real card you can hold—the one we just activated.

A virtual card is a digital card that you create in the Divvy mobile app. It functions like a physical card, however, all of the card details exist exclusively online. You’ll be able to create virtual cards once you have been added to a budget.

To create a virtual card on mobile:

  1. Press the Wallet tab.
  2. Then, press the +Card in the upper right-hand corner of the screen.
  3. Name the card and select your desired budget to pull funds from.

Press save and you’re done! You will have access to the virtual card through the Wallet tab in the Virtual Card menu.

5. Transactions

Once you have made your first transaction on either a virtual card or your physical card, you will see the transaction immediately on the Transactions tab.

Until you have uploaded a receipt for your transaction and have completed the required fields, you’ll notice the yellow “Incomplete” tag on your transactions. To complete a transaction, you will need to upload a picture of your receipt as well as fill out all of the required fields related to your transactions (Note: “Recipients” is required only for Surprise & Delight transactions). If you are a member of multiple budgets, you will also need to ensure that the transaction is assigned to the correct budget.

On the Web, your transactions can be filtered by date, budget, and transaction status, among other options. This allows you to quickly review your transactions and ensure that they are legitimate and have been completed.

Read more about completing transactions here.

6. Budgets

In order to spend with physical or virtual cards in Divvy, you need to be a member of a budget with funds assigned to you from within that budget. When you press the Budget icon on the bottom of the screen on mobile, you will see a list of the budgets you are a member of, as well as how much money is available to you within each budget.

Important Note: every CTC employee is assigned to the Health & Wellness budget, Internet budget, and (if applicable by role) Telephone budget. The amounts assigned in those budgets are to be used for personal reimbursements and never for Divvy credit card transactions.

Before you swipe your physical card to make a purchase, make sure your active budget has been selected. The mobile app defaults to the budget with the most funds available so make sure the budget you would like to pull funds from is selected before you spend.

Keep in mind, you can always choose the correct budget later by clicking on the transaction, but this only works if you have funds available in the budget you would like to change to.

If you have not been assigned to a budget, contact Mitch Friesen on Slack.

7. Requesting Funds

Let’s say that none of your budgets have sufficient funds available for a purchase you need to make. Don’t worry, all you need to do is request funds.

There are two ways to request funds on mobile:

  1. You can press Request funds from the Wallet screen right under the image of your card.

You can also request funds from the More screen:

  1. Press More at the bottom right-hand corner of the mobile app.
  2. Choose Request funds.
  3. Select the budget you would like funds for.
  4. Enter the amount you’d like to request and add a note.
  5. Be sure to click Request (highlighted in blue) and you’re good to go! Your request will get sent to your admin and budget owner for approval!

You can always check the status of your request by clicking on the Requests button from the More screen. (Reminder, you can only request funds from budgets you are already a member of. If you need access to additional budgets, contact Mitch Friesen on Slack)

8. Alerts and Notifications

When a funds request has been approved, you’ve been added to a budget, or a new incomplete transaction needs your attention, you will receive a notification on your mobile device.

To take action from the notification, click on the notification on your mobile device. You will be redirected to the Divvy app for more information.

In the event you dismiss the notification, you can also navigate to your alerts on the mobile app to see an alert history:

  1. Press More on the mobile app.
  2. Then press Alerts to see a history of alerts related to you in Divvy.

9. User Profile

Lastly, you may want to edit your personal data or personalize your Divvy experience by updating your profile picture. You can do this from the profile screen in Divvy.

To update your profile picture in the Divvy mobile app:

  1. Open the app and log in.
  2. Press More.
  3. Press change on your initials to select the profile picture you would like to upload.

Alternatively, you can press Edit at the top right corner of the profile screen to edit your personal information.

10. Divvy’s World Class Support team

If you have questions not covered in this guide, have feedback about the product, or are running into any issues, don’t hesitate to contact Divvy support.

You can easily get help on the web and mobile app.

On the Mobile App:

  1. Open the app and log in.
  2. Press More.
  3. Then, press Help.
  4. Press Send Us a Message to start a conversation with our support team.

On the Desktop Site:

  1. Go to app.divvy.co and log in.
  2. Click on Help in the left menu.
  3. Press Send Us a Message to start a conversation with our support team

That’s it for our overview of the Divvy platform! Enjoy real-time tracking of your spending with Divvy.

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