> ## Documentation Index
> Fetch the complete documentation index at: https://support.pexcard.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Multi-Program Access

> Create separate credit entities for different locations, divisions, or operational units using a single credit line. Each sub-account operates independently with its own cards, spending controls, reporting, and payment schedules.

## Overview

Create separate credit entities for different locations, divisions, or operational units using a single credit line. Each sub-account operates independently with its own cards, spending controls, reporting, and payment schedules.

**Ideal for:** Multi-location businesses, holding companies, franchises, or organizations needing segregated spending across operational units.

***

## Prerequisites

* Active PEX Credit Expense account
* Approved credit line of \$50,000 or higher
* At least one verified external bank account

***

## How It Works

### Credit Allocations

Divide your approved credit line across sub-accounts. Example with a \$50,000 credit line you can allocate:

* Downtown Location: \$20,000
* Airport Location: \$15,000
* Mall Location: \$15,000

**Note:** Each sub-account has its own allocation. Your total credit line stays the same—no additional underwriting required.

### Sub-Account Independence

Each sub-account has:

* **Dedicated credit allocation** (isolated from other entities)
* Separate statements and payment schedules
* Independent spending controls and policies
* Entity-specific reporting
* Individual cardholder management
* Isolated bank accounts

***

## Setup

### 1. Create Sub-Accounts

1. Click **New Account > Credit Expense** (top right)
2. Select **Allocate credit line to multiple sub-entities**
3. Enter sub-account name (e.g., "Downtown Location")
4. Set spending limit
5. Click **Submit**

### 2. Set Credit Allocations

1. Go to **Business Settings > Entity Management**
2. Click **Set Allocation** next to each sub-account
3. Enter allocation amount
4. Click **Save Allocations**

**Important:**

* Total allocations cannot exceed your credit line
* Allocations can only be changed once per billing cycle

### 3. Assign Bank Accounts

Each sub-account must have at least one assigned bank account for payments:

1. Go to **Business Settings > External Accounts**
2. Assign bank accounts in the **Sub-Account Assignments** column
3. Use **Visible to Sub-Accounts** dropdown to control visibility

Each sub-account can customize spending policies, merchant restrictions, card controls, and reporting.

***

## User Roles & Permissions

### Primary Account Administrator

**Full control over:**

* Creating and deleting sub-accounts
* Setting credit allocations (once per billing cycle)
* Managing bank account assignments
* Viewing consolidated reporting
* Managing user permissions

**Key responsibilities:**

* Monitor allocation utilization
* Adjust allocations based on business needs
* Manage payment sources and resolve issues
* Oversee compliance and policy enforcement
* Respond to allocation alerts

**Restriction:** Credit allocations can only be modified once per billing cycle.

### Sub-Account Administrator

**Can manage:**

* Cardholders and spending within allocated limits
* Entity-specific policies and approvals
* Reporting for your sub-account only
* Statement reviews and expense categorization

**Cannot:**

* View other entities' data or allocations
* Modify bank accounts or payment sources
* Create new entities
* Access company-wide credit information
* Use allocations from other entities

***

## Payment & Billing

### How Payments Work

Each sub-account receives separate monthly statements paid independently from assigned bank accounts:

* Entity A: Due 15th, paid from Entity A's bank
* Entity B: Due 30th, paid from Entity B's bank

### Payment Sources

**Entity-Specific Accounts (Recommended)**

* Each sub-account has at least one assigned account
* Complete financial segregation
* Cleaner accounting

**Shared Account (Optional)**

* Primary Administrator assigns same account to multiple entities
* Useful for centralized payment management
* Entities still receive separate statements

### Payment Failures

If a sub-account's bank has insufficient funds:

* Payment attempts from Primary Entity's default account
* Both administrators are notified
* No late fees on first backup attempt

***

## Best Practices

**Setup:**

* Use clear naming (e.g., "Chicago North Store" vs "Store 1")
* Assign dedicated administrators per location
* Set up entity-specific bank accounts
* Configure spending policies before issuing cards

**Managing Allocations:**

* Monitor utilization for efficient allocation
* Plan adjustments carefully (once per billing cycle only)
* Maintain buffers for unexpected expenses
* Respond promptly to allocation alerts

**User Management:**

* Invite users to specific entities during onboarding
* Use location-based assignments
* Review access quarterly
* Train administrators on permissions

***

## Troubleshooting

**"My sub-account is at its credit limit but others have available allocation"** Each sub-account has dedicated allocation. Contact your Primary Administrator to request adjustment (once per billing cycle).

**"I can't change credit allocations"** Allocations can only be changed once per billing cycle. Wait until next period.

**"I can't see a bank account"** Bank accounts must be assigned to your sub-account by the Primary Administrator. Contact them to request assignment.

**"My payment failed"**

* Check assigned bank account has sufficient funds
* Verify account is active and connected
* Contact Primary Administrator if account needs changing

**"Cards aren't working"**

* Check if allocation is exceeded
* Verify spending policies aren't blocking transactions
* Confirm card is assigned to correct sub-account

***

## FAQ

**What happens if my main credit line changes?**

*Decreased by PEX:* Allocations reduced pro-rata. The one-per-cycle limit is temporarily lifted.

*Increased by PEX:* No automatic change to sub-account allocations. Primary Administrator must manually allocate additional credit via **Business Settings > Entity Management**.

**Can I move allocations between entities?** Only Primary Administrators can adjust allocations, once per billing cycle.

**What if my sub-account exceeds its allocation?** New transactions decline until balance is reduced through payments or Primary Administrator increases allocation.

**Can I use another sub-account's unused allocation?** No. Allocations are dedicated and cannot be shared.

**Can sub-accounts see the main company's bank accounts?** Only accounts specifically assigned to them. Primary Administrators control visibility.

**How do I close a sub-account?** Contact your PEX account manager. Requirements:

* \$0 outstanding balance
* All cards cancelled/deactivated
* All pending transactions settled
* Final statement paid

**Can I change which bank account pays for a sub-account?** Yes. Sub-Account Administrators can assign different accounts. Primary Administrators can reassign at any time via **Business Settings > External Accounts**.

***

**Need help?**

* **Sub-Account Administrators:** Contact your Primary Administrator
* **Primary Administrators:** Contact PEX Support
* **Technical Issues:** Use Help Center or submit a support ticket