Overview
When your request is approved and the provider doesn’t use voucher codes, you get a virtual credit card — a one-time or subscription card with a set limit, scoped to the approved purchase. You use it at the provider’s checkout the same way you’d use any credit card.
For request-code vouchers (Udemy, Coursera, etc.), see Learning Requests → Provider voucher code.
Where to find your card
- Open My Wallet (wallet icon, top-right of the Catalog).
- Click the approved request.
- The request dialog opens with the card displayed.
The card shows:
- Card number — click to copy
- Expiration date (Valid Thru) — click to copy
- CVV — click to copy
- Cardholder name
- Amount limit — the approved budget for this card
Each field is click-to-copy with a confirmation tick.
Your home page also surfaces an actionable card for requests that need your attention — clicking it opens the same request dialog.
How to use it
- Open the provider’s checkout for the approved purchase.
- Click each field on the card in your request dialog to copy it.
- Paste the number, expiration, and CVV at checkout.
- Use the cardholder name shown.
- Complete the purchase.
The card has a fixed spending limit equal to the approved request amount — anything over that limit will decline.
Subscription card vs. one-time card
The admin sets the card type when approving:
| Type | Behavior |
|---|
| One-time | Designed for a single purchase. After a successful charge, the card front blurs in your dialog so you don’t reuse it by accident. |
| Subscription | Designed for recurring charges (monthly SaaS, annual subscriptions). Stays usable across the billing cycle. |
Card limits
Every card is locked down to keep spend on track. Your admin can configure any combination of:
| Limit | What it does |
|---|
| Amount limit | Caps total spend on the card. The sum of all charges can’t exceed this number — the card declines anything over. |
| Number of payments | Caps how many separate charges the card will accept. After the last allowed charge, further attempts decline. One-time cards are effectively a 1-payment limit. |
| Merchant whitelist | Restricts which providers/merchants the card will accept. A card issued for a Coursera purchase won’t work at a different merchant — even if the amount is within limit. |
| Expiration | Every card has a Valid Thru date. Past that date, the card stops working. |
- The merchant on the bill is different from the merchant you bought from.
- The cost ran slightly higher than estimated.
- A recurring charge fell outside the configured window.
If your card is declined
A decline is usually one of:
- The charge exceeds the approved limit
- The card is one-time and you’ve already used it
- The provider isn’t matched to the purchase the admin approved
- A subscription charge happened outside the expected pattern
To resolve:
- Open the request dialog.
- Click Report issue (or contact your admin directly).
- Your admin can adjust the limit, re-issue the card, switch the type, or convert the request to a reimbursement.
Common questions
Is the card real money? Yes — it’s a real virtual card with a real limit, scoped to your approved request. Don’t share it outside the approved purchase.
Can I save it to my browser / password manager? Avoid it — one-time cards are short-lived, and saving them encourages accidental reuse. Copy directly from the dialog when you need to pay.
What happens to leftover budget if the charge is less than the limit? It’s released back to your wallet automatically.
Can I see past cards I’ve used? Yes — they stay in your request history under My Wallet, marked as completed.
