Frequently Asked Questions

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Getting Started With PEX

How do I sign up?

Complete our simple online Enrollment Form, which includes basic information about your company and business owner. We use this information to set up your account and confirm the identity of your business as required by federal law. As PEX is not a credit card, we never perform credit checks of any kind on your company or business owner. You may provide information necessary to fund the PEX account from your business checking account at your bank (you can do this at a later date if you wish). This process takes approximately 5 minutes.

How long does it take to set up my PEX account?

If the information on the enrollment form is complete, we will notify you within 1-3 business days, and you will be able to get started with your PEX account. If we’re missing information from you, we’ll let you know shortly and gather the missing information to complete account set-up.

Why do you need my Social Security Number to apply for PEX?

We need the Social Security Number of the administrator or authorized representative of the company to comply with the USA PATRIOT Act and establish your identity.

Does PEX report to or contact commercial or consumer credit bureaus about me or my business?

No. This is not an application for credit and PEX is not a credit card company. We don’t perform credit checks or report your company’s activity to credit reporting bureaus.

My business is seasonal and we will only use some of the cards certain months of the year. Do you have special pricing for us?

We do offer seasonal pricing for companies that will be using cards during part of the year. Talk to your sales representative, and we will work with you to adjust pricing accordingly.

What is the turnaround time shipping PEX Cards to employees?

You’ll be able to request PEX Cards for your employees as soon as your account is open. With our free shipping, you can expect cards to arrive within 8-10 business days. With a Card Expedite Fee of $35.00, you can get cards shipped to your address in up to 4 business days. Contact [email protected] if you have any special requests.

I’m a new customer, and I’m in a rush to get PEX working with my company. Can I order cards to be shipped to us before I fund my account?

You can order up to 10 cards to be shipped before your account is funded. Once your account is funded, order as many cards as you need, at any time.

Funding your PEX account

How do I fund my main PEX Account?

The preferred way to fund your PEX account is to add funds directly from your bank, credit union, or other financial institution through a process known as “EFT”, “ACH credit”, or “outgoing ACH transfer.”

You may also send funds through a wire transfer from your business checking account, or initiate a debit of the funds from your bank account via the PEX ACH Service. For detailed instructions, please refer to our Funding Guide.

Will I be charged a fee for funds transfer?

PEX does not does not charge a fee to transfer money into your account. Your bank may charge a fee based on the type of account you have. Please check your bank account details or contact your bank for details.

How long does it take to transfer funds?

Each bank has its own timeframe for how long it takes to transfer funds. Some banks offer same day ACH transfers, although most banks will typically take 1-2 business days. Wire transfers are typically executed within the same business day.

How do I initiate a ACH transfer?

Login to your bank’s website and follow your bank’s instructions to set up an ACH Transfer (sometimes referred to as “electronic funds transfer” or EFT). Each bank will have their own setup process, but
you will need your PEX account number and routing number (also known as the ABA number).

To find your PEX account number and routing number, log into the PEX dashboard and click “Transactions” on the left-side menu. Click the blue “Make a Transfer” button on the top right, and select the option titled  “ACH Instructions” for your account details:

How do I know my money is secure with PEX?

Visa’s Zero Liability Policy guarantees that you won’t be held responsible for unauthorized charges made with your account or account information. Visa’s Zero Liability Policy covers U.S.-based issued cards and does not apply to certain commercial card transactions, or any transactions not processed by Visa. You must notify your financial institution immediately of any unauthorized use. For specific restrictions, limitations and other details, please consult your issuer.

How do I load money to individual employee PEX Cards?

Add or subtract funds to employee PEX Cards through our secure administrative site. Money is available to employees immediately, provided that you have funds available in your main PEX account.

What happens to unused funds on an individual PEX Card?

The easiest way to manage unused funds on any card is to transfer them back to the main PEX account where they can be redistributed to other employee cards. If you need to, you can also initiate an ACH transfer from your PEX account back to your business checking account, for a $5.00 fee. Your unspent funds are always yours.

Is there a maximum allowed balance?

There is no maximum allowed balance on your main PEX account. There is a maximum allowed balance of $25,000 on any single employee PEX Card.

Is there a minimum balance requirement on a PEX Card?

There is no minimum card balance. However, the PEX account has a minimum balance requirement of $50.00 USD.

Can I move funds from an account or source other than my company's business checking account?

No. Funds must come directly from a business checking account in your company’s name. We do not accept transfers from personal accounts or from third parties.

Using the PEX admin website

How does the administrator website work?

An authorized officer is able to create unique user accounts for administrators assigned to manage the card program and control employee spending. The website allows for the creation and termination of cards, card profile updates, spending rule edits, funding transfers, and business reporting.

What computer hardware/software do I need to use PEX?

The PEX admin website is accessible via the internet. We recommend a high-speed internet connection. You may also download our PEX admin app, available on Android or iOS. The following browsers are supported: IE10 or above, Microsoft Edge, Safari 8.0X or above, Firefox or Chrome, latest version.

Where can the PEX Visa® Prepaid Card be used?

To better control prepaid card purchases, the PEX administrator determines where each individual employee card can be used. You can choose to restrict by merchant category or set a daily spending limit. If those restrictions need to be changed, you can do that in real time. If no spend rules are in place and the card has sufficient balance, your employee cardholder can make a purchase anywhere Visa debit cards are accepted.

Can I import PEX transaction records into my accounting software?

Yes, you can download a file containing PEX transactions in the following formats:

  • QBO file for Quickbooks desktop
  • OFX file for Xero
  • CSV file for other accounting software

Can my cardholders make notes on what their purchases are?

Cardholders and administrators can add a transaction note to a pending or settled transaction from their app or website. Of the several different reports you can run as an administrator (i.e. Spend by Card, Spend by Category), those transaction notes will appear in the HTML and CSV report. Plus, cardholders can attach a digital receipt to each transaction, from their mobile app or from the desktop admin website.

Can cardholders attach receipts to each transaction?

Cardholders may use their mobile phone to take a photo of a receipt, and then attach it to a transaction using the PEX mobile app. Or, they may upload the receipt to the transaction from the desktop version of the PEX platform. Feel free to browse an overview of PEX Receipt Capture.

How do I approve or reject receipts for each transaction?

PEX administrators can review all receipts that have been attached to transactions. In the Account section of the admin website, you will find all unreviewed receipts. For each receipt, you can view the receipt image and the corresponding transaction details and notes. Validate each receipt submitted by cardholders and administrators by comparing them to the transaction details. Then, approve or reject the receipt. Details on how to use this feature can be found in the PEX Knowledge Base.

Some of my cards are to be used by a department, not necessarily by one person. Do I need to put a name on the card? Or a birthdate?

You can use any name when creating a card — some people put “Miscellaneous” or “Associate #1, 2, 3, etc.” Enter a dummy birthdate, such as 1/1/1990.

The available balance on my account is lower than it should be because some transactions are still listed as pending. What’s going on?

Sometimes merchants authorize a prepaid debit card for more than the total of a purchase, and then later clear one of the authorizations. For example, when you check into a hotel, they authorize your PEX Card for charges, but don’t charge you the final amount until you check out. If you are making these types of purchases, we advise you to keep a $100 “reserve” balance on your card, so that you never run out of money until an authorization clears. If there is ever a problem with this, call us and we can manually clear the pending transaction for you.

I already use expense reporting software for my business. Is PEX compatible with other software?

PEX is compatible with several expense management and accounting software programs. Click to view a full list of our integration partners. If your expense management program isn’t directly integrated with PEX, it’s easy to download your PEX reports and upload the CSV file to your program.

Common Questions

Can I use my PEX Card for my personal or family’s spending?

PEX is specifically designed as an expense prepaid card for business use only. Funds on deposit in the PEX account are owned by the business and intended for business spending only.

When I make a purchase and am asked “debit or credit?” how should I respond?

Most PEX customers, choose not to assign PINs for their employees. In that case, you should press “credit.” If the PEX administrator has informed you of a PIN number, you can choose either. When choosing “debit” you must enter your PIN to complete your transaction.

Do I need a PIN number to use my PEX Card?

No. PEX Cards can be used without a PIN number.

What is the ZIP code of my card?

The default ZIP code is the one used for the address to which the cards were originally shipped. You can update the address assigned to each card at any time.

How do I check my balance on my card?

Administrators can check the balance at the PEX admin website or mobile app. Cardholders can check their balance on the PEX cardholder website or mobile app, or by calling the number on the back of their card. Refer to our full instructions here.

Can I get cash with my PEX Card?

No. There is no cash access with the PEX Card from Automated Teller Machines (ATM), Point-of-Sale (POS) devices, or by any other means.

Does PEX completely eliminate petty cash?

There may still be instances in which an expense needs to be paid for in cash. Sometimes, that cannot be avoided. However, a PEX Card can be used to pay for an expense for all transactions where Visa debit cards are accepted.

I’m a developer and interested in PEX. Do you offer API?

Yes! Please refer to our Developer Guide for more information.

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