How many cards does my chapter get for the program?
Your chapter receives 2 purchase cards at no cost. More than 2 cards are available for your chapter at $5 per additional card.
Who can be issued a purchase card?
Any officer can be issued a purchase card for the chapter. If you wish to order a card for an officer, the chapter admin will need to complete a card application for each officer.
When I request to load funds onto the card, how long does it take for the funds to be available to start spending?
After a request to load funds has been submitted, the funds will be available on the purchase card and ready to use after 1 business day.
After I made a purchase and checked my greekbill purchase card transaction report, the transaction is shown as pending. How do pending charges work?
In most cases, when you make a purchase with a card it is labeled as a pending transaction. Once the transaction has been settled, it will officially appear on your transaction report. This process is similar to checking your personal online finances.
Is the transaction date on the transaction report the date of the transaction or the date when the transaction is fully processed?
The transaction date on the transaction report is the date that the transaction was fully processed. The transaction dates work the same as if you were viewing your online bank transactions. Initially, the transactions will be pending. It takes a few days for a transaction to be fully processed.
Will each transaction make using the purchase card tie into my overall budget? And how can I tag expenses on the platform?
Yes, all purchases made by the cardholder will carry over to your chapter’s overall budget. You can view all the purchases made in the transactions report. Each purchase goes into an uncategorized expense that you can edit. You can click on the specific transaction and tag it with the appropriate vendor and expense account. Once submitted, the transaction will sync with your budget.
Will my chapter be charged a fee for a new card during an officer transition?
No, when you cancel the previous officer’s purchase card for an officer transition and order a new card for the new officer, you will not be charged.
When I request to unload funds from the card, are the funds removed immediately from the card?
Yes, funds will be removed immediately from the purchase card and credited back to the chapter’s bank account. You can request to unload funds from each cardholder’s purchase card on the Purchase Card Summary Page.
What should I do if a purchase card is lost or stolen?
Your officers should notify you immediately of a lost or stolen card. You will need to log into your greekbill account and cancel a purchase card. After initiating the canceled purchase card process, all funds will be removed from the card immediately and deposited back into the chapter's bank account. If you wish to issue a new card to the person who lost it, you will need to resubmit a card application for the cardholder.