Timeline

Timelines for obtaining a Divvy card depend on how quickly card holders and Project Directors complete each task. Allow 1-2 business days for AP to approve and issue the card. Virtual cards will be available within 2 business days of approval, while physical cards will take two-three weeks to arrive in the mail. You can track your physical card in the Divvy dashboard.

Applying For a Divvy Card 

You have the option to apply for one of three types of Divvy cards:

1. Physical Card: This is a plastic card accepted anywhere VISA cards are accepted.

2. Digital Card*: A credit card number that can be used for online purchases or with Apple or Google Pay anywhere VISA is accepted.

3. Temporary Digital Card*: A credit card number that can be used for online purchases or with Apple or Google Pay anywhere VISA is accepted for a set amount of time.

*If a cardholder already has a permanent or temporary digital card and wishes to request a physical card, they can do so by emailing ap@movementstrategy.org (and copying their project advisor if FSP-related). They will need to provide a shipping address for the physical card but do not need to fill out the application form again.

Card Application Process:

1. Complete the Divvy Card Application. The form allows the applicant to request a physical or digital card.

2. If the applicant is not a Project Director or MSC Department Chief, Jotform automatically sends an email to the Project Director or MSC Department Chief for approval.

3. If the applicant is approved to receive a card, the AP team receives an email to approve the request.

   • • The AP team approves FSP applications if the project has sufficient cash flow and if the project’s other cardholders are in good standing.

4. Once approved, the applicant receives an email invitation to eSign the Divvy cardholder agreement.

5. AP is notified when the agreement is signed and creates a Divvy account for the new cardholder, ordering the physical card if requested.

   • • If the new cardholder is not the Project Director or Department Chief, AP also creates a budget for them.

     • FSP cardholder budgets are set at 25% of the project’s overall credit limit by default if there are 4 or fewer cardholders; otherwise, the budget equals the project’s credit limit divided by the number of cardholders.

     • Project Advisors are notified in Asana when a new Divvy cardholder is approved and should confirm the setup in Divvy.

A list of each project’s Divvy cardholders can be found on the project’s “Info” task in the FSP Roster Asana Project.

If an application is denied at any point in the process above, the Project Advisor will be notified with the denial reason in Asana.

Supervisors are tasked with approving transactions for their direct reports, while Project Advisors (PAs) handle approval for all Project Director transactions. It's encouraged to approve transactions as soon as they are coded to prevent a backlog at month-end. Supervisors and project advisors are required to approve transactions from the previous month by the business day following the 6th. Watch this short video on how to approve Divvy transactions and view their status. 

To approve transactions:

1. Navigate to Select Transactions, Pending, and Cleared in the left menu.

2. Click on Add Filters, then scroll down and select Approval Status: Needs Approval and Name: Cardholder's name.

3. Review each transaction over $5,000 marked as "Needs Approval" and any transactions that seem unusual.

4. Verify that the transaction aligns with the project’s charitable mission.

5. Examine the receipt for additional details.

6. Check the account, department, location, and function coding. If incomplete or incorrect, tag the cardholder in the comments and request confirmation.

7. Click Approve and Approve Transaction.

8. Select the checkboxes next to all remaining transactions marked as "Needs Approval."

9. Click on Bulk Action and Approve.

MSC Billing Address: 1652 Clay Street, Floor 6 Oakland CA 946012

Watch this short video to learn how to locate billing addresses in Divvy. 

Cardholders must enter an Account code, Department code, Location code, and Function code, describe the purpose of the charge and attach a receipt (if over $75) on each charge or refund by the 5th of the month following the transaction. Account, department and location codes are the same in Divvy as in Bill and Xero. Watch this short video to learn how to code and submit transactions in Divvy. 

General Guidelines

• Each FSP can initially apply for two cards and will be assigned a credit limit based on their budget.

• Additional cards can be requested with your Project Advisor’s approval.

• Additional cards will be assigned a monthly limit of 25% of the project’s total credit limit.

• Increase of funds can be requested through your Project Advisor.

Cardholder Responsibilities

• Submit all receipts, with correct coding and descriptions, for all transactions no later than the 5th of each month. If the 5th falls on a weekend or holiday, transactions will be due the following business day.

• Understand and differentiate between: acceptable, unacceptable, fraudulent, and erroneous charges as detailed below.

• Immediately report any fraudulent and/or erroneous charges made on the Divvy card.

• Contact your Project Advisor with any questions or concerns.

Acceptable Charges

Divvy cards can be used for:

• Business related meals and entertainment.  Note: MSC alcohol policy is one drink per person (aside from event production)

• Event expenses

• Travel expenses (hotels, local transport, flights, trains, rental cars, etc.)

• Professional development training delivered by a company with required online payment.

• Recruiting technology payments (Zoom, Google suite, Calendly, etc.)

• Supplies and office expenses

Unacceptable Charges

Divvy cards may NOT be used to pay for:

• Donations

• Contractors

• Individuals

• Purchasing prepaid gift cards.

• Professional development trainings delivered by an individual.

Fraudulent Charges

Per the MSC cardholder agreement, FSPs are responsible for all charges on their card. If you

suspect and notice suspicious activity, please freeze your card immediately and contact your

Project Advisor and ap@movementstrategy.org for assistance. 

Erroneous Charges

If a cardholder accidentally makes a personal charge on their Divvy card, the cardholder will need to:

• Reimburse the charge, either through a personal check or payroll deduction. For a payroll deduction complete the payroll deduction form and submit to personnel@movementstrategy.org.

• Code and tag the expense per below: 

  • • • Account: Payroll Advance

      • Department: FSP

      • Function: Program - Direct

      • Grant: Unrestricted

      • Notes: Explanation of the charge

      • Program: General Program

When fraud or unauthorized charges are identified on a Divvy card, the following steps must be followed:

1. Immediate Notification
   The cardholder must notify MSC’s Accounts Payable (AP) Team within 24 hours of discovering any fraudulent or unauthorized charges. A brief written statement confirming the suspected fraud must also be submitted for documentation.
   
   

2. Card Cancellation
   Upon notification, the MSC AP Team will immediately cancel the Divvy card and confirm cancellation in writing to the cardholder.
   
   

3. Transaction Review and Distribution
   Within 2 business days, AP will send the cardholder a list of all unreconciled transactions posted to the card from 3 days prior to the unauthorized charge through the current date.
   
   

4. Cardholder Reconciliation
   The cardholder must review, sign, and return the transaction list, clearly indicating which charges are valid and which are unauthorized.
   
   

5. Divvy Dispute Process
   MSC’s AP Team will contact Divvy to dispute the unauthorized charges and track the resolution. A confirmation will be provided once Divvy issues a refund or credit. The AP Team will also notify the cardholder’s Project Director or supervisor of the incident.
   
   

6. Issuance of Replacement Card
   After reconciliation is completed and the original card canceled, AP will issue a new Divvy card to the cardholder.
   
   

Ongoing Oversight and Training

The Finance Team will maintain a record of all reported fraud cases, identify patterns or trends, and deliver annual training or reminders to Divvy cardholders on security best practices and fraud prevention. 

Erroneous Charges

If a cardholder accidentally makes a personal charge on their Divvy card, the cardholder will need to:

Reimburse the charge, either through a personal check or payroll deduction. For a payroll deduction complete the payroll deduction form and submit to personnel@movementstrategy.org.

Code and tag the expense per below: 

• Account: Payroll Advance

• Department: FSP

• Function: Program - Direct

• Grant: Unrestricted

• Notes: Explanation of the charge

• Program: General Program

Divvy cards can be used internationally. International transactions may incur additional fees.

Divvy does not require cardholders to notify Divvy of international travel. However, Divvy's fraud protection algorithm may flag international purchases as unusual. MSC highly encourages cardholders to download the Divvy app to receive notifications and manage their transactions, including declines or unusual purchase authorizations. 

Bill Spend & Expense Card transactions generate points that can be redeemed for various rewards. MSC’s only approved redemption method is to redeem points for cash back (ACH deposit). This standard ensures consistency, maximizes flexibility, and supports audit readiness. Other redemption methods (e.g., gift cards or merchandise) are not permitted.

Points may be redeemed once at least 5,000 points have been accumulated and the account has been open for at least one year.

To streamline the process and reduce administrative burden, redemptions will occur quarterly, provided that the project or MSC account reaches the required redemption threshold. The AP Team will manage and initiate redemptions on behalf of the projects or MSC accordingly.

For more information, see the Memo on Managing Divvy Points.

Q: How do I apply for a Divvy Credit Card?

A: Apply by filling out this application. The application process can take up to 3 business days. Please note that if your organization has already been issued two cards you will need to speak with your Project Advisor before applying for a third.

Q: Is Divvy a credit card?

A: Yes, it is managed by Visa and functions exactly like a credit card. Projects should be aware that charges will not decrease the available funds in the project account until the Divvy card balance is paid.

Q: How do I activate my physical card?

A: Once you receive your card please be sure to activate it immediately. We encourage you to download the smartphone app.

Q: How much can I spend with my card?

A: You will be provided a credit limit by your Project Advisor.

Q: What if I need more money on my card for an event?

A: You can email your Project Advisor to increase your card limit. Credit limit increases can take in excess of 1 month.

Q: Can I use my card internationally?

A: Yes, please notify your Project Advisor about any international travel. International fees may apply.

Q: What if I lose a receipt?

A: If you have lost your receipt, select Missing Receipt when submitting the transaction. Each transaction without a receipt will require an explanation. Each transaction will still need to be assigned codes, and submitted for approval. For help with designating a receipt as missing refer to this article. 

Q: When do I need to reconcile my card?

A: You will need to reconcile all your transactions by the 5th of each month. Failure to regularly reconcile your card may result in your card being temporarily blocked or irevocation of your credit line.

Q: What’s the difference between a virtual card and a physical card?

A: The major difference between a virtual card and a physical card is that virtual cards can only be used for online purchases. Virtual cards can be added to your digital wallet. Otherwise they both have a 16 digit card number and are accepted anywhere Visa cards are accepted.

Q: Do I need a pin number?

A: No. Divvy are credit cards and should be processed as such.

Q: What happens if I do not complete my Divvy reconciliation by the 5th of each month?

A: All transactions need to be reconciled no later than the 10th of the following month. If the 5th falls on a weekend or holiday, transactions will be due the following business day. Unreconciled accounts can lead to freezing of that account. Please reach out to your Project Advisor to communicate support needs.

Q: Will my financial reports be accurate if I did not reconcile my card that month?

A: No. Although your transactions will show up on your Xero reports, the coding may be different if you have not reconciled.

Q: How do I replace a lost card?

A: You may request a new card if it has been damaged, lost, stolen, or compromised, you can order a replacement card from Divvy from a web browser or the mobile app. Please also notify your Project Advisor and ap@movementstrategy.org.

Q: How can I obtain a physical card after being issued a virtual card?

A: If you have already been issued a virtual card and would like to request a physical card you can do so by emailing your Project Advisor and ap@movementstrategy.org. No need to fill out the application form again.

Q: Lost or stolen card?

A: If your card is lost or stolen Immediately freeze your card and notify your Project Advisor and ap@movementstrategy.org.

Q: What is the cost for Divvy?

A: There is no cost to use the Divvy card, app or dashboard. Divvy functions like any credit card and will charge the merchant per transaction.

Q: Can I use my Divvy card using Apple or Google pay?

A: Yes, once you set up your Divvy account you can add your card to your Apple or Google wallet.

Q: Can we issue Divvy cards to be used by staff for specific events?

A: Yes, we can issue temporary Divvy cards with predetermined shut off dates to specific staff. For example: Project A will hold an event on October 20th. Project A could issue Divvy credit cards to specific staff for a predetermined amount and shut off date of October 21st. 

Can’t find what you are looking for? Visit the Help Desk for more information. 

Videos

• Activating Divvy Cards

• Coding and adding a receipt

• Splitting your receipting and coding it to multiple accounts 

• Freezing and unfreezing your card

• Approving transactions and status 

Quick Guides 

• How do I activate my card?

• What is Divvy?

• How do I upload receipts in Divvy? 

• How do I categorize and complete a transaction in Divvy?

• How do I freeze a card in Divvy?

• How do I approve transactions?

• How do I review unusual transactions from my Divvy card?

• How do I create a virtual card?

• How do I request funds as a budget member in Divvy?

• What are the user roles in Divvy?

• How do I view the status of my transaction in Divvy?