Issue and Manage Virtual Emburse Cards

Admins may issue Emburse Cards virtual cards to users on demand and in response to card requests. This gives your organization access to card controls and built-in policy enforcement that reduce the opportunity for fraud, improve compliance, and streamline operations. 

Enable Access Permissions

The following user access permissions must be enabled in Emburse Enterprise for your organization to issue virtual Emburse Cards.

1. Select Gear Admin Settings > Security > Access Permissions. Select the appropriate policy, then select Edit.

Access Permissions page on the Policies tab with the Emburse Cards policy and the Edit button visible.png

2. Under Admin > Card Programs check Show in Admin Menu.

This should be enabled for any policy intended for users who will issue cards.

Card Programs permissions with ‘Show in Admin Menu’ selected

3. Under Admin > Card Issuance check Show Card Issuance Button.

This should be enabled for any policy intended for users who will issue cards.

Card Issuance permissions with ‘Show Card Issuance Button’ selected; Save shown

4. Under General > Cardholder Management check Create/Edit Cardholder.

This should be enabled for any policy intended for users who will receive cards.

Cardholder Management permissions with ‘Create/Edit Cardholder’ selected

Issue a Virtual Emburse Card Via Pre-Approval

Users may initiate their own virtual Emburse Card requests by creating a pre-approval or, if your organization does not use Pre-Approval in Emburse Enterprise, using the Card Request feature. Reach out to your Emburse ESA, CSM, or consultant to enable either of these features, and see Get Started with Emburse Card Issuance for complete details on using them.

All the cardholder record requirements described in "Virtual Emburse Cards User Requirements," below, apply to virtual cards issued via Pre-Approval and Card Request as well.

Issue a Virtual Emburse Card On Demand

1. In Emburse Enterprise, select Gear Admin Settings > Transactions > Card Programs, then select Issue New Card.

Card Programs page with Issue New Card button in Emburse Enterprise

2. If necessary, select the Emburse Cards program from which you wish to issue the virtual card.

Confirmation screen with selectable options for linking a card program to the user profile.

3. If you, as the admin issuing the card, do not yet have a cardholder profile within the account that is associated with an Emburse Enterprise account email address, you will be required to provide your personal information before you can issue any cards. Otherwise, skip to Step 4.

Additional Verification Required form to enter name, address, phone, and date of birth.

4. Select the cardholder and enter the Card Purpose, Budget, and Frequency. The Advanced Controls allow you to set the dates the card will be valid, a transaction limit, and allowed merchant categories. 

Virtual card issuance form with fields for Cardholder, Purpose, Budget, Frequency, and Advanced Controls.

Required Information

  • Select Cardholder: Select the user to whom the card will be assigned.
  • Card Purpose: Describe what the card will be used for.
  • Budget: Choose the maximum amount that can be spent on this card in USD. 
  • Frequency: Determine whether the card has a recurring budget and how often the budget is reapplied.

Advanced Controls (Optional)

  • Start Date: Enter the date on which the cardholder may begin using the card.
  • End Date: Enter the last date on which the cardholder may use the card.
  • Transaction Limit: Set a per-transaction limit in USD. This defines the maximum amount the cardholder can spend on a single purchase. 
  • Allowed Merchant Category Codes: Limit the card's use to specific merchants.

When you have entered all the desired options, select Issue Card.

5. Users will be notified via email that they have been issued a virtual card. They can click the link in the email to view the card or navigate to their eWallet in Emburse Enterprise to view it in the Cards section.

User eWallet screen showing linked cards, balance summary, and transaction history.

Virtual Emburse Cards User Requirements

If a virtual card is issued to a user who does not have a cardholder record within Emburse Cards, the user will receive an email requesting the necessary information. When they select Finish Setup, they will be taken to their Personal Settings screen in Emburse Enterprise.

Email titled “Additional information required to issue card” with a Finish Setup button.

In the banner at the top of the Personal Settings screen, users should select Add Info.

Personal Settings Page with banner at top and Add Info button

On the Add Personal Info screen, users must enter the following information in order to receive a virtual Emburse Card.

  • Personal Address
  • Date of Birth
  • Phone Number

Add Personal Info screen with fields for details like address and phone number

A banner will indicate that the information has been submitted and a card issued. Users may select View Card to be taken to the card details in the eWallet.

Successful submission banner with View card button highlighted

Manage Virtual Emburse Cards

Administrators may manage virtual Emburse Cards individually via the Card Programs screen in Emburse Enterprise.

1. Select Gear Admin Settings > Transactions > Card Programs, then select the name of the desired Emburse Cards Program.

Create Card window showing “Select the Card Program,” with “Gringotts Account” highlighted.

2. Selecting the name of the cardholder will display all the details about the card except the full card number.

Only the cardholder may view the full card number.

Card list for “Gringotts – UK Emburse account” showing assigned cards and statuses, with Christopher Walker highlighted.

3. Select the Manage drop-down in the upper right to edit, pause (suspend), or cancel the virtual card.

Card details page with “Manage” menu open showing Edit, Pause Card, and Cancel Card options.

Was this article helpful?