FAQ for Roomex Allowance Cards

Once a user has been created, they will receive an email with their Username and a Temporary password. This password is only valid for 7 days.

First Card issued

A user should only be created if a card is due to be issued. When a first card is issued, the user will receive an email with details:

Card spending limits and restrictions
Card Activation Date range

This will also have information on where you can download the Roomex App (Apple and Android) in order to login using the previously issued Username and Temporary Password.

First Login

Once you have downloaded the app you will be asked to login. You must login with the details which were emailed to you. Your email is your username and use the Temporary Password from the email.

Once you enter the correct details you will be asked to create a new permanent password. You will use this new password going forward.

Once saved you will be brought to the main screen and should be shown your available card.

Adding to wallet

In order to use your card for Tap and Pay, you will need to add your card to your phones wallet. You will see an Add to Wallet option just below the card. Select this and proceed through the steps to agree to the terms and conditions of the issuer and wallet to add to your wallet.

Once completed you will receive a notification that the card is now available in wallet.

Open your phones wallet and if requested set it to default payment method for your phone.

You can now use your phone to make Tap and Pay transactions

Adding to wallet

Once completed you will receive a notification that the card is now available in wallet.

Open your phones wallet and if requested set it to default payment method for your phone.

You can now use your phone to make Tap and Pay transactions

Spending your Card

Once you have added your card to your wallet you are now able to Tap and Pay with your phone. This uses NFC technology and means that your card is tokenized when interacting with payment terminals. This means your card number is never shared directly with the merchant for improved security.

Transactions via the wallet do not have a €50/£50 limit like tapping a physical card. Because your phone and wallet are protected by a pass code / biometrics there is no set limit on how large a transaction you can make outside of the limit placed on the card itself.

Balance

You can always find your most up to date balance available on your card in the Roomex App. You can not view your balance in the phone wallet. Ensure you are aware of your balance before you make a transaction to ensure the funds are available.

Receipts

You are required at all times to capture and upload receipts for all transactions. This is required for audit and compliance and users who do not submit receipts will not be eligible for the issue of new cards. All users have a reconciliation score which monitors the percentage of transactions which have a verified receipt attached.

Receipts can be uploaded to the transaction via the app. Cards will only be available in the App for the activation dates attached to the card. If you do not submit a receipt before the end of the activation date, you will need to supply the receipt to your program admin directly for them to upload via the admin portal.

Admin FAQ

How do I create a User

Creating a user is very simple. Select the User navigation item on the left hand menu to go to the Users page. Then select the add user option and fill in the required information, including:

Name
Email
Phone Number
Optionally you can also supply
Employee ID
Department
Project

How do I issue a card

Issuing a card is very simple. Ensure you have created the user to whom you wish to issue a card. Then select the Cards navigation item on the left hand menu to go to the Cards Page and then select Issue Card option. Select the user from the drop down or start typing their name to find them within the drop down.

Once selected simply set the spend limit on the card and set the date range for the card to be active.

Add any additional information like project etc to make reconciliation easier.

Save to complete the issuing of the card to the user.

Spend Policy

When issuing a card we will present 5 check boxes which the user can select one or more of:

Travel + Accommodation (listed below are an allowed list of merchants)
- Airlines (4511), Airports (4582), Buses (4131), Car Rental (7512), Ferries (4111), Hotel, Motel, Resort (7011), Parking (7523), Railway (4112 + 4011), Taxi (4121), Tolls (4784), Travel Agency (4722), TUI Germany (4723)
Meals (listed below are an allowed list of merchants)
- Restaurants (5812), Fast Food (5814), Bakeries (5462), Convenience Stores (5499), News Stands (5994)
Entertainment (listed below are an allowed list of merchants)
- Drinking Places (5813)
Workforce (listed below are an allowed list of merchants)
- Auto repair (7531), Auto paint (7535), Auto service (7538), Auto Fuel (5542), Auto Parts (5533), Auto Tires (5532), Car Wash (7542), Parts (5511 + 5521 + 5013), Car Wash (7542), Truck Stop (7511), Service Stations (5541)
All (listed below are a blocked list of merchants)
- Bail and Bond Payments (9223), Betting/Casino Gambling (7995), Dating/Escort Services (7273), On-Line Gambling (7801), Horse/Dog Racing (7802),
  Lotteries (9406), Lotteries (7800), Manual Cash Disburse (6010), Massage Parlors (7297), Non-FI, Money Orders (6051), Non-FI, Stored Value Card, Purchase/Load (6540), Pawn Shops (5933), Wires, Money Orders (4829)

What happens after I issue a card

When you issue a card to a user, they will be sent an email informing them. When the user logs into the mobile app their new card will immediately be available (if within the active date range). Card issuing can make cards available instantly for your users.

Users can then add the card to their wallet and start using the card right away.

How do I initially fund my account?

Once you have completed your KYC the Bank details for topping up your account will appear on your RoomexPay Dashboard. Simply make your transfer to those details and once the funds hit, your balance will update.

You can then opt to continue topping up manually or you can agree a minimum level of funding and set up a transfer from your bank to the funding account at regular intervals.

Are the Finance/Accounts team able to view and download tax invoices related to any expenditure on the cards/account?

All receipts for transactions made are the responsibility of your employees to upload to the platform. These receipts are available to you to export from the platform.

Do the card holders receive physical plastic to use in stores etc?

No, this is a virtually card only program

Can the cards be used as contactless payment?

Yes these virtual cards when added to your Apple or Google wallet can be used for Tap and Pay (NFC) contactless payments.

What is the maximum amount it can be used up to before a PIN or signing is required?

Apple Pay – it’s unlimited. you could expect some declines on very large amount if the behavior is unusual.
Google Pay – there is no limit on Google Pay contactless payments – provided the available balance or credit limit exists.
You will need to unlock the phone to spend over £50 / €50
There may also be some shops where the contactless terminal may not allow transactions above £50 / €50

What is the cost of an active user?

The costs are £8.50 per active user per month, but can be lower based on scale.

Cards can only be offered in Euro or GBP so there will be currency fees involved if you use the cards outside of Europe and in currencies other than EURO and GBP respectively.

What is a reconciliation score?

Our platform uses reconciliation scores to indicate when expenses do not have supporting information submitted against them.

Card Reconciliation Score:

An expense can be reconciled two ways:

A receipt image has been submitted
An expense details has been submitted and the expense is manually marked as reconciled by an admin

When a receipt is marked as reconciled it will increase the Reconciliation score for the card.

e.g. If a card holder has 10 transactions and 2 of them are reconciled they will have a score of 20%

The card Reconciliation score if the first way to track transactions that require more support information and action from card holders.

User Reconciliation Score:

If a user has one or more cards, then the user will have a reconciliation score assigned to them. This score is a total number of reconciled transactions on all cards as a percentage of total transactions on the cards, excluding any cards which are 100% reconciled or Marked as fully reconciled.

This is to ensure that the User Reconciliation Score offers insights on the current behavior of a user and highlight where action is required.

e.g. A card holder has 2 cards. One has 4 transactions and a Card Score of 50% and a second card with one transaction and a score of 0%. Then the User’s Reconciliation Score will be 40%.

Website/Company Reconciliation Score:

On the Dashboard of the Pay Portal you will see a widget with a Reconciliation Score. This score represents all users and cards. This score is designed to offer an insight into the general health of your reconciliation process by looking at all expenses on all cards except those completely reconciled and give a snapshot view of outstanding receipts.

What does Marking a Card as Reconciled do?

On each card issued there is an option to mark the card as fully reconciled.

This option effectively means that the admin wants all transactions on this card (existing and future) to be excluded from reconciliation score calculations.

This means it will not effect the card holders User Reconciliation Score or the Company Score shown on the dashboard.

This feature is designed to be used in two ways:

After the cards activation date range has passed the the admin wishes to mark the card as reconciled instead of individually reconciling each expense
Creating a card which will not need to be reconciled for whatever reason.