Commercial Rewards Card program administrator guide

Take control of Commercial Rewards and learn how to use administrative tools

Andrew Banta avatar
Written by Andrew Banta
Updated this week

This article is part of the Commercial Rewards Card free plan guide or Commercial Rewards Card paid plan guide, or both. You can navigate back to each guide with the previous links and take the next onboarding steps.

Purpose

This article describes how to complete several tasks related to Commercial Rewards Cards.

Audience

This article applies to Commercial Rewards program administrators.

Create your TravelBank account

To get started, check your inbox for an email from TravelBank inside there is a blue button you can click to activate your account. Don't forget to check your spam, or junk folders to see if your email service may have filtered your messages.

If you can't find the email, request another by contacting implementation@travelbank.com and we will send an invitation to you. Open the link to complete setting up your account.

Complete program administration tasks upon initial implementation

When your organization implements the Commercial Rewards program, the implementation team sets up your employees and cards in the system for you based on the information you provided.

Card delivery options:

  • Mail all cards to a single person or location for distribution

  • Mail cards directly to the addresses on file for each account

Completing these tasks will prepare you and the card holders to use the program:

  1. Send cardholders an automated invitation to log into TravelBank.

    1. Log in to TravelBank.

    2. Navigate to Company Settings > Employees.

    3. Click “Employee Directory.”

    4. In the Status column, click the “Invite” button next to each employee record to send an automated email with instructions to log into TravelBank.

      1. After you have sent an invitation, the Status button changes to “Invite Sent.”

      2. When an employee has logged into TravelBank to activate their account, the Status button changes to “Active.”

  2. Read through this admin guide so that you understand how to manage your card program.

  3. Send the Commercial Rewards: Card User Guide link to the employee so that they may familiarize themselves with the system.

⚠️ Important information about expense management for all card programs!

Your cardholders will receive automated emails from TravelBank about Expense Management. These emails cannot be turned off. The emails helpfully remind cardholders to look at their transactions to ensure that they made the transactions and that there are no fraudulent transactions on the account.

Transactions link to an expense report in TravelBank. You cannot turn off the expense report part of the system. If you are not using Expense Management, your employees do not need to create expense reports for their transactions.

If an employee does create an expense report, it will be routed to an approver if an approver for that cardholder is listed in the Employee Directory.

​Manage employees

Program Administrators can add and manage employees in TravelBank through the Company Settings, located in the lower corner of the left navigation menu.

Add employees

  1. In the left navigation menu, select Company Settings > Employees > Employee Directory

  2. Select the blue "Add Employee" button, located in the upper-right corner of the screen.

  3. Use the "Import" button in the upper-right corner of the screen to import the employee directory. This will also create departments, and assign managers as well as travel and expense policies. If you don't already have a CSV template, you can download one here as well.

Tip: Adding an employee sends them an invitation, you may choose "Save for Later" if your employee's email inbox is not yet setup, or if you want to wait until you've added all the employees first, before sending out invites.

Add delegates

Create and manage delegate assignments by choosing

Company Settings > Employees > Delegates

Delegates can perform a variety of tasks for the hosts to which they are assigned:

  • Create expenses

  • Submit expense reports

  • View and approve approval requests for travel and expenses

You can assign delegates to hosts in two ways:

  1. Manually add one or multiple delegates

  2. Use the bulk import option. If you don't already have a delegate user CSV, you can download one from the overlay once you choose "Bulk Import" in the upper-right corner of the screen.

Tip: You can only assign a delegate to a host once both users have activated their accounts.

Create a Commercial Rewards Card

In the left navigation menu, select: Manage > Corporate Cards

On the Corporate Cards page, select the blue "Create Card" button, located in the upper-right corner.

Determine the type of card you'd like to create, on the "Select Purpose" page:

  • Employee Card can be used by the employee to pay for airfare, supplies and other expenses for company use. This type of card is assigned to one cardholder and can be physical or virtual.

  • Vendor Card is a cardless account that is used for company-wide subscriptions or to pay other recurring charges.

Next, choose the card type:

  • Physical Cards can easily be used for both in-person and online purchases.

  • Virtual Cards the user will not be sent a physical card, the user can access the card information for online purchases. Additionally, Virtual Cards can be added to mobile wallets for in-person use.

Enter the card details.

Click the Cardholder drop-down menu. Type the cardholder name and select it from the list. If the employee can't be found, ensure that they have been added to the employee directory and are active.

Fill in the following information:

  • Legal First Name

  • Legal Middle Name (N/A when the user does not have a middle name)

  • Legal Last Name

  • Date of Birth

    The employee ID is prefilled with the information from the employee directory.

    Card Name is prefilled with "Corporate Card", but it can be changed.

    Note: The name entered in the field will not print on the card.

  • Select the Managing Account. All charges on this card will be displayed under the chosen Managing Account.

  • Choosing a Preset from the dropdown menu is optional. Selecting a Preset will automatically complete the card limit and MCC (Merchant Category Code) Controls and Rules.

  • Enter the card limit.

  • Choose from the MCC Rules:

    • “Only Allow” means that transactions at the MCCs selected will be approved or authorized, and transactions at MCCs not included will be declined.

    • “Only Decline” means that transactions at the MCCs selected will decline, and transactions at all other MCCs will be approved or authorized.

See the Assign MCC Controls section for more information.

  • Choose up to 9 MCC Templates from the dropdown menu.

  • Enter the Address. This will be the billing address of the card, and the mailing address* for physical cards. Note: If during initial setup the preference was set to have all cards sent to a specific individual/location.

  • Scroll back to the top of the page and click the blue “Create Card” button.

  • The cardholder will receive an automated email indicating that the card was created. If a physical card was chosen, they will receive it in the mail in 5-7 days; unless your configuration has cards sent to a specific individual or location.

  • The newly created card will appear under Manage > Corporate Cards. Check the status of the card, if there is an error, resolve it so that the card can be created.

    Send the Commercial Rewards Cardholder User Guide link to the employee so that they may familiarize themselves with the system.

Reissue a card

If you need to reissue a card to someone because their existing card is damaged, please contact customer service via chat or by emailing commercialrewards@travelbank.com.

If a card has been lost, stolen, or has fraudulent charges please contact 800-344-5696 to report the activity, verify transactions on the account, and have a new card issued.

Modify or close a Commercial Rewards Card

You can modify or close existing cards.

  1. In the left navigation menu, select “Corporate Cards.”

  2. If you manage multiple accounts, you may need to select that account first (to do so, select the account via the appropriate tab along the top of the screen).

  3. Choose the card from the list, you can also use the quick “Search” field, and you may search by cardholder name or account number. Then select the card you want to modify.

    • Sort using column headers, clicking will display ascending/descending.

    • Sort using filters, click the “Filter” button to filter by cardholder, assignee, bank, card type, status, or card limit (use a range of numbers to narrow your search).

  1. Select the card you want to modify.

  2. Card details open on the right side of the screen.

  • Locking the card, the card is unlocked by default. To temporarily lock the card, Toggling off "Card is Unlocked". Toggling the lock again will un-restrict.

  • To modify the card, scroll down and click the “Modify Card” button.

  • Closing the card, scroll down and click “Close Card” button.

  • Exiting the Card Details screen, click the X in the upper-right corner or click in the greyed out portion of the screen to the left.

  1. On the Modify Card screen, you can make changes to the Expense Assignee, adjust the card limit or Merchant Category Controls as needed. See the Assign MCC Controls section below for more information.

  2. To edit other details, contact customer service via chat or email us at commercialrewards@travelbank.com.

  3. Click the “Save” button. Click “Cancel” if you don’t want to make any changes.

Assign merchant category code (MCC) controls

You can assign Merchant Category Code (MCC) Controls to cards when you create or modify them. (See the videos above for demonstrations of these processes). MCC Templates contain similar merchant types, you can choose up to 9.

The Learn More link in the system provides more information about MCC Controls.

  • In the MCC Controls, select either "Only Allow" or "Only Decline" to control the card's behavior. Then, choose up to 9 templates to either only allow or only decline.

The Rule Menu allows you to select whether to allow or decline the Merchant Category Codes, choose one of the following:

  • Only Allow only transactions where the MCC matches the selection will be allowed. All other MCCs will be declined. This is the more restrictive control. Consider the first example below, anything that does not have an MCC for "Airlines" or "Hotels" will be declined.

  • Only Decline only transactions where the MCC matches the selection will be declined. Transactions where the MCC was not selected will be authorized.

From the MCC (Merchant Category Code) Templates menu, select the MCC templates at which the card transactions should approve or decline.

  • Click to open the drop-down menu for MCC (Merchant Category Code) Templates.

  • Click on a template to select it. You can select up to 9.

You can save the card limit and MCC Controls as a preset to be able to apply them easily to other cards. To do this, click “Save as Preset.” Then type a name for the preset and click “Save.”

After you have saved a preset, it will be available in the future. All the selections such as card limit and MCC options are saved, and selecting the Preset applies those selections to a new card, or a card you edit.

View transactions

Company Settings > Corporate Cards > Transactions Screen

View transaction details

Learn how to view transactions for the cards in your program. It may take 2-4 days for the transactions to appear in TravelBank.

  1. In the left navigation menu below "Manage" choose "Transactions".

  2. If you manage multiple accounts, you may need to select that account first (to do so, select the account via the appropriate tab along the top of the screen).

  3. The transaction list displays with the posted date, transaction date, cardholder name, last four digits of the card number, amount, merchant, category, expense report status and receipt status.

  4. Click on a transaction in order to view the Transaction Detail. Click the X on the window or click off the window onto the grayed-out transaction list to close the Transaction detail window.

Filter the transaction list if desired using features at the top of the Transactions screen. Use the following filter options:

  • Transaction Status: Posted or Declined.

  • Date Range: Select the start and end date range to which you'd like to restrict your view.

  • Card Holder: Select a cardholder from the dropdown menu, or type in their name in the search field.

  • Expense Category: Filter by one expense category, select it from the dropdown menu, or search field.

  • Expense Report Status: Choose from the following options, Report Approved, Report Submitted, Report Active orReport Unassigned.

  • Receipt: Select either Has Receipt or No Receipt.

  • Department: Choose a department by which to filter from the dropdown menu.

Clicking "Apply" will update the Transactions to display results based only upon your selections. If no results appear, you may consider revising your filters.

Export transactions to .csv file

Click the “Export” button at the top of the Transactions screen to export the list as a CSV file (Comma-separated values). Transactions posted withing the past 3 years are available for export.

  1. From the Filters menu, select any filters for the report. You can select Posted or Transaction Date, Date Range, Report status, Department, Managing Account, Cardholder, Expense Category, Receipt Status, Expense Assignee and Minimum or Maximum Amounts.​

  2. From the Column Configurations menu, de-select any data columns that you do NOT want to appear on the report. The columns with checks next to them will appear on the report. In the Display As field, you can type a new name to appear as the column header in the report.

    Columns that are available include the following: Amount, Fx Information, Sales Tax, Merchant, Cardholder, Card #, Transaction Date, Posted Date, Transaction reference ID, MCC (Merchant Category Code), MCC Description, Merchant City, Merchant State, Account #, Lost/Stolen account, Disputed Status, Disputed Status Date, Expense Assignee, Expense Assignee Email, Expense Category, Receipt, ID, Trip, Trip ID, Department, Expense Report, Expense Report ID, Billable, Description Field, Report Status, Submitted Date, Approved by Manager Date, Approved by Finance Date and Report Comments.

  3. Then click the “Export CSV” button. If the file doesn't download, check to see if your browser is blocking any pop-ups and try again.

Missing transactions

Please allow 2-4 days for transactions to post. Only posted transactions will sync to TravelBank, check to ensure the transaction has posted, if it has, and it did not sync to TravelBank after the given timeframe, chat with TravelBank support, or send an email to: "commercialrewards@travelbank.com". If possible, please include details which may aid in locating any missing transactions, such as card holder name, date, dollar amount, and merchant name of the transaction.

Cardholder view of transactions

For information on how cardholders view their transactions, see the Commercial Rewards Cardholder User Guide.

View statements

In the left navigation menu, click on "Statements".

  1. On the statements page under "Managing Accounts" click "View Last Statement" to the right of the account for which you'd like to view the statement. This will display the statement from the most recent cycle date.

  2. Selecting "View All" will display statements for up to the past 24 months. For statements older than 24 months, contact customer support via chat or email commercialrewards@travelbank.com.

  • From the Year menu, select the year.

  • Locate the statement date. Note: Cycle dates may vary due to weekends and bank holidays.

  • You can either choose "View" to see the the statement on your screen, or, choose "Download PDF" to save a copy to your computer.

Make a payment

Choose to make payments either in app or a variety of other methods available on request.

  1. In App Payments: To set up in app payments, simply go to "Payments" and select "Add Payment Account." View our guide for a complete tutorial.

  2. Other methods: If you'd like to learn about the complete set of payment options and help in setting those up, contact our service team via chat or by emailing commercialrewards@travelbank.com

​​Note - Your payment account must be verified prior to making a payment. View our guide for additional information.


​In App Payment Overview​

To make a payment in app, select "Payments" in the left navigation menu. You may then review card information such as the due date, and the balance to limit ratios.

If you haven't already added a payment account, choose "Add Payment Account" first. Once you've added a payment account, you can make payments to cards by choosing "Make a Payment" to the right of the card of which you'd like to pay down or off the balance.

Note - Your payment account must be verified prior to making a payment. View our guide for additional information. This process could take 1-3 business days.

Contact customer service via chat or by emailing commercialrewards@travelbank.com if you have any issues or questions about the payment process.

Custom files

If your organization needs a custom file feed or ERP integration please contact our customer service team for pricing information. Contact customer service via chat or by emailing commercialrewards@travelbank.com.

Use expense management

Your organization has access to use Expense Management in TravelBank. Here are some resources you can use to learn more:

⚠️ Important information about expense management for all card programs!

Your cardholders will receive automated emails from TravelBank about Expense Management. These emails cannot be turned off. The emails helpfully remind cardholders to look at their transactions to ensure that they made the transactions and that there are no fraudulent transactions on the account.

Transactions link to an expense report in TravelBank. You cannot turn off the expense report part of the system. If you are not using Expense Management, your employees do not need to create expense reports for their transactions.

If an employee does create an expense report, it will be routed to an approver if an approver for that cardholder is listed in the Employee Directory.

Booking travel

Users in your organization can book travel via TravelBank. Here are some resources you can use to learn more:

Questions?

Chat with us in the app or email commercialrewards@travelbank.com

Publish date: NA

Last update: November 2, 2023

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