🌐 Web | 👤 Admin, UBS Card Admin
Do you use UBS company cards and want to manage these directly in Yokoy? Follow these steps to integrate your UBS card account in Yokoy.
Set up Data Transfer
To manage your corporate UBS cards in Yokoy, you need to set up a transfer of specific data points between your corporate UBS account and your Yokoy account.
To do so:
Contact your UBS account manager.
Sign a waiver for each legal entity confirming the secure data exchange between UBS and Yokoy.
Reach out to your Implementation Manager or Yokoy Contact (alternatively create a technical support ticket), because once the UBS Card Center has enabled the cards and cost centers for your legal entities, the card feeds have to be set up in Yokoy.
It may take a few days until the data transfer is set up.
Assign Card Admins in Yokoy
To manage UBS corporate cards in Yokoy, you need to assign two roles:
Assign a Company Cards Admin
In order to configure UBS Corporate Cards that are imported via the card feed, a user must have received access to the Company Cards tab in the Admin menu.
To do so:
Go to Admin > Finance/HR Roles and select a Company in the dropdown menu.
Click + Add new role or click on an already existing user. Search for a user if necessary.
Go to Setup and select the checkbox Company Cards.
Click Save or Activate.
The respective user has now access to the Admin > Company cards tab and can configure the UBS Corporate Cards.
Assign a UBS Card Administrator
To get an overview of the current UBS account balance as well as all card transactions directly in Yokoy, you need to select a Yokoy user who will be assigned the Card Admin role. In most cases, this will be one of your Yokoy Finance users.
To do so:
Go to Admin > Finance/HR Roles and select a Company in the dropdown menu.
Click on + Add new role or click on an already existing user. Search for a user if necessary.
Select the checkbox UBS Card Administrator.
Click on Save or Activate.
The respective user is now a UBS Cards Admin and can access the now visible Corporate Cards menu via the navigation bar.
✏️ Note
If you don't see the UBS card administrator role in Admin > Finance/HR roles, please contact your Implementation Manager or our Yokoy Support team.
Configure UBS Cards
Once your corporate UBS cards are visible in Yokoy under Admin > Company cards, you need to configure each card in Yokoy. This includes the mapping of a card to its cardholder as well as selecting the card type. Card mapping is not automatic and must be performed for each card by the card admin.
To map a card to a user and select the card type:
Go to Admin > Company cards.
Select a Company in the dropdown and click on a card.
Automatically imported for each card are card information, such as the card name, the last four digits, and the currency.
Select the appropriate user from the Cardholder drop-down list.
✏️ Note
In order to assign a cardholder, you must first add your employees to Yokoy.
Proceed directly to selecting a card type. Here, two options are available to you, each of them triggering a different booking logic:
Privately billed card: Activate this field if the card holder needs to initially pay for their expenses processed through this card privately and is reimbursed by your company afterwards.
Company funded card: By not selecting the option Privately billed card, the card will be configured as a company funded card. This means that the company’s UBS card account will directly be charged for any payments made with this card and employees do not have to privately pay for their bills in advance.
Now, click on Save to save your changes and repeat this process for each card.
✏️ Note
To order new corporate UBS cards, such as for new employees, and have them displayed in Yokoy, reach out to your UBS account manager who will initiate the card ordering process for you. Your new cards will then automatically appear in Yokoy a few days later and no further waiver needs to be signed.
Manage UBS account and card transactions
In the Corporate Cards menu, the UBS Card Admin can navigate to two tabs:
Account and admin: Here you can find general information on the credit limit, currently available funds, the current account balance as well as all cards are visible. By clicking on a card, further information can be accessed such as the balance of this specific card, the card owner, and the card’s expiration date.
Transaction overview: The Card Admin can see all transactions made with the UBS cards of the company, including their status in the system.
