This article contains instructions for bulk uploading allotments, adding allotments one at a time, editing allotments, and deleting allotments.
Note: Your role must be Administrator, Finance, or Operations Manager to manage allotments. |
Bulk Uploading Allotments
Bulk uploading allotments is available for standard allotments (allotments that are being disbursed to all Trip Cards associated with a trip) as well as targeted allotments (varied allotments that are being disbursed to specific trip cards). See the instructions for each below:
Standard Allotments
1. On the Trips tab, select the trip to which you are adding allotments and > Click UPLOAD STANDARD
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2. Download the CSV template
3. Open the template in Excel
4. Populate the file with the required information:
5. Save the file as a CSV
6. Select the CSV file with the allotment information > Click UPLOAD
7. When the upload is complete, you will see the list of allotments*
Successful uploads will receive a green confirmation pop-up
*If errors are found during the file upload, a pop-up will appear, specifying the row number and the error. You must correct these errors and re-upload the affected allotments.
Targeted Allotments
1. On the Trips tab, select the trip to which you are adding allotments > Click UPLOAD TARGETED
2. Download the CSV template file
3. Open the CSV template file with Excel
4. Populate the template by adding Type, Description, Location, Event Start, Auto Disbursement DateTime and Amount to Add (Last Four, PRN, Status, Label, Altmnt Sched., Altmnt Rec'd, Total Spend, Current Balance will already be populated for you ).
Note: Auto Disbursement DateTime MUST BE in the following format or the file will receive an ERROR during upload: mm/dd/yyyy hh:mm:ss (Time is in military time, Midnight is 00:00:00) i.e., 01/01/2026 14:00:00 for 2:00pm EST |
5. Save it as a CSV file
6. Select and Upload the CSV file
7. Successful uploads will receive a green confirmation pop-up
*If errors are found during the file upload, a pop-up will appear, specifying the row number and the error. You must correct these errors and re-upload the affected allotments.
Adding Allotments One at a Time
1. On the Trips tab, select the trip to which you are adding an allotment > Click ADD ALLOTMENT
2. Fill in the allotment information. After selecting the Auto Disburse date from the calendar icon, you will be presented with a clock which allows you to choose the time of day for the disbursement.
2a. Scope
Standard: This is the default. Standard allotments are disbursed to all LIVE cards.
Targeted: Targeted allotments are disbursed to the selected cards only.
To create a targeted allotment, change the Scope to Targeted > Select the cards from the the list of Available Cards > Click the right arrow to move them to the list of Selected Cards.
| Note: Only cards that have a LIVE status are available. The list of available cards my be sorted. To select a range of cards, highlight the first card, then hold down the shift key and right click on the last card in the range. |
3. Click SAVE ALLOTMENT
Note: When creating an allotment, if there are insufficient funds in the Funding Account to cover the allotment, a warning message, "Not enough funds to cover allotments", will be displayed. You will be able to click "Save Anyway" to create the allotment but if you do not add sufficient funds prior to the scheduled disbursement, the allotment will not be loaded on the cards. |
Editing an Allotment
1. On the Trips tab, select the trip for which you are editing an allotment > Under Actions, click the edit icon for the allotment being edited
- Allotments may be edited any time prior to the auto disburse time ONLY.
2. Make the necessary edits > Click SAVE ALLOTMENT
Deleting an Allotment
1. On the Trips tab, select the trip for which you are deleting an allotment > Under Actions, click the delete icon for the allotment being deleted.
- Allotments may be deleted any time prior to the auto disburse time ONLY.
2. On the pop-up, click DELETE to confirm the deletion.