Good morning, Laura
—
Cash Account
Current Balance$0.00
Card Balance$0.00
Available Balance$0.00
The airline funds each run. The account goes back to zero once the money is on the cards.
On the roster
0
Nothing imported yet
Enrolled in the app
0
—
Cards issued
0
one virtual card per employee
Funded monthly
$0.00
two runs per month · per diem only
Cards in this run
0
each one by its own hours away from base
This cycle
PDR-2609-016 · Sep 1–15- From
- Vantara Airways · operating account ••4417
- Method
- Wire · same-day
- Reference
- PDR-2609-016
- Bank mandate
- Two signatures · treasury and CFO
$
Greg SullivanOperator · requested the transfer
Prepared
Laura BennettTreasury · first signature · awaiting MFA
Waiting
Daniel WhitfieldCFO · second signature · awaiting MFA
Waiting
The bank releases it once both signatures are in.
Steps 1 to 3 happen once. From here on the recurring work is only two things: hire or remove someone — the next roster sync reconciles it — and each period, bring in what the roster is asking for and disperse it.
Enrolment across the crew list
—0 enrolled · card live in the app
0 invited, waiting on the download
0 not invited · no email or mobile on file
Recent disbursement runs
Built from the roster| Run | Period | Basis | Cards funded | Amount | Status |
|---|---|---|---|---|---|
| PDR-2609-016 | Sep 1–15 | Hours away from base | 5,370 | — | 1 of 2 approvals |
| PDR-2608-021 | Aug 16–31 | Hours away from base | 5,284 | $2,418,905.70 | Dispersed |
| PDR-2608-009 | Aug 1–15 | Hours away from base | 5,311 | $2,441,660.35 | Dispersed |
| PDR-2607-020 | Jul 16–31 | Hours away from base | 5,190 | $2,388,140.15 | Dispersed |
Account movements
V1 Crew cash account · money in and out| When | Movement | Detail | Amount | Available after | On cards after |
|---|
Crew Roster
Where the workforce and the hours away from base come from
Bring in the crew list
Nothing loaded yetV1 Crew opens empty. The only users on the account are the two the platform created at onboarding: treasury and the CFO. Everything else comes from the roster system the airline already runs.
| Source | What it brings | Method | |
|---|---|---|---|
| Jeppesen Crew Managementcrew rostering | Ranks, bases, contact details and time away from base | REST API · read-only | |
| File dropcrew_roster_2609.csv | The same fields, exported from the roster | CSV · XLSX · SFTP |
Headcount and per diem rates in this demo are modelled on public figures for a US low-cost carrier: the crewmember breakdown in its annual report and the hourly per diem in its pilot and inflight agreements.
Connection
Crew management system- Source
- —
- Method
- REST API · read-only
- Status
- Not connected
- Last sync
- —
- Frequency
- Every 4 hours
- Also accepted
- CSV · XLSX · SFTP drop
V1 Crew reads. It never writes back to the crew system and never touches payroll settlement — only the disbursement that lands on the card.
Field mapping
Ready- Employee ID
- crew_id
- Full name
- last_name, first_name
- Rank
- job_family
- Base
- home_base
- corporate_email
- Mobile
- mobile_e164
- Hours away from base
- tafb · split dom / intl
Crew list loaded, by rank
As the roster presents it| Rank | Agreement | On roster | Users created | Cards issued | With hours | Domestic h | International h |
|---|
Hours away from base are read per employee, not per sector. That is why no two cards end up with the same balance.
Employees
—
A hire the roster has not brought in yet. The user and the card are created now; the next sync reconciles it against the roster.
What the roster asks for — to bring from the bankAlready on the card—
| Employee | ID | Rank | Base | Contact | App | Card | Required by the roster | On the card |
|---|
—
Enrolment invitation
Email and SMS, sent togetherSubject: Your Vantara Airways crew card is ready
Hi Sandra — your per diem now goes to a Vantara Airways card instead of your payroll account. Download the V1 app, sign in with your employee ID, and your card is already there.
Download the app · Activate my card
SMS
Vantara Airways: your crew card is ready. Download the V1 app and sign in with your employee ID to activate it. Reply STOP to opt out.
Invitation delivery
Last campaign · Sep 2- Invitations sent
- 6,048
- Email delivered
- 5,986 · 99.0%
- SMS delivered
- 5,742 · 95.0%
- App installed
- 5,406 · 89.4%
- Still pending
- 642
- Auto-reminder
- Day 3 and day 7
172 employees have no email or mobile in the roster. Fix them at the source and the next sync invites them automatically.
—
—
Card
Vantara Airways · V1 Crew Mastercard
0000
CREW MEMBER
- Card number
- •••• •••• •••• 0000
- Card status
- —
- Form factor
- Virtual · Apple & Google Wallet
- Balance now
- —
Treasury never sees a full card number, here or anywhere else in the console. The card is generated automatically when the user is created, and only the crew member sees it complete — inside the V1 app, after downloading it, ready to add to Apple or Google Wallet.
Employee
From the roster- Employee ID
- —
- Role
- —
- Sector
- —
- Home base
- —
- Contact
- —
- App
- —
What the roster is asking for
PDR-2609-016 · Sep 1–15What the crew member sees
V1 app · opens in its own tabThe app is the crew member's own environment, separate from this console. There, and only there:
- The complete card, ready to add to Apple or Google Wallet.
- The balance and every purchase, as they are authorised.
- The breakdown behind the credit: hours away from base, the period they belong to, and the rate the agreement sets for each one.
- Their own purchases, which this console never shows.
It is a separate environment with its own link, not a screen of this console. "Open the crew app" opens it in another tab, carrying whatever the panel has for this person right now — enrolment, hours, credit and balance.
Where a crew member spends their per diem is private. The airline sees the balance and the total, never the individual purchases — those live only in the crew member's app. Vendor cards are different: those are the airline's own spend and every charge is visible under Payments.
The crew member's app
A separate environment, on the crew member's phone. Everything the airline does in this console lands here.
—
Vantara Airways—
The airline has not created this user yet. The moment it does, the message arrives here.
Nothing exists on this phone until the console runs "Create users and cards".
V1
V1 Crew
—
now
@
Vantara Airways · email
—
Sep 2 · 09:14
SMS
Vantara Airways · SMS
—
Sep 2 · 09:14
Three steps
- Download the V1 appFrom the App Store or Google Play
- Sign in with your employee ID—
- Accept the terms and conditionsCard issuing and data terms
Until the crew member accepts, the console shows this card as invited and nothing can be spent on it.
Powered by Mastercard®
V1
V1 Crew
—
now
•••• •••• •••• ••••
CREW MEMBER
Available on the card$0.00
Card
Status—
IssuedSep 2, 2026
Terms accepted—
This period · Sep 1–15
How it is worked out
—
Earlier periods
This period
Credited$0.00
Spent$0.00
Left on the card$0.00
Purchases
Only the crew member sees this list. The airline sees the balance and the total, never where it was spent.
Powered by Mastercard®
Linked to the console
Same session, two environments
Run "Create users and cards" or a dispersal in the console and come back: the message and the push are already on the phone.
What the airline sees of all this
The console side- App downloaded
- —
- Terms accepted
- —
- Card status
- —
- Credited this period
- —
- Balance
- —
- Purchases
- Private to the crew member
Cards
—
Every card in the program
No cards issued yet. They are created together with the users, once the crew list is imported.
$0
—
One cell is one card, shaded by what this run is about to credit to it. The pale cells are the 850 employees with no time away from base this period — they receive nothing. Hover any cell for the crew member behind it.
$0
—
Money actually sitting on each card right now.
Active
Awaiting activation
Held, no contact
Frozen
The same 6,220 cells, coloured by card state instead. Frozen cards are excluded from every run automatically.
Card design
Vantara Airways
- Product
- V1 Crew · Mastercard Commercial
- Form factor
- Virtual · Apple & Google Wallet
- Issued to date
- 0
- Cost per card
- $0.00
- Physical on request
- Yes · 5–7 days
How the balances fall
—— lowest card
— average
— median
— highest card
A card is created with the user on roster sync and sits at zero until a run funds it. Nothing is spendable before the employee enrols and the money is authorised.
New disbursement
Run PDR-2609-016 · period Sep 1–15 · built from the roster, not from a spreadsheet
1
Source
Hours away from base pulled from Jeppesen Crew Management at 06:10 ET. Read per employee, so every card is calculated on its own activity.
- Period
- Sep 1 – Sep 15, 2026
- Cohort
- All sectors · — with hours
- Excluded
- —
- Domestic hours
- —
- International hours
- —
2
Rate
The hourly value each agreement sets. Change it here and every amount recalculates before anything moves.
| Group | Agreement | Domestic $/h | International $/h | Domestic h | Intl h | Required by the roster |
|---|
Total to disperse · the amount to bring from the bank
— cards · a different amount on each one · funds available now
—
A run can only be dispersed against money that is already in the account. What is not funded cannot be authorised.
3
Authorise
Runs above $250,000 need two approvals from different people, and neither of them can be the operator who prepared it. One click each — no file, no bank portal.
Laura BennettTreasury · approved 07:44 ET · device verified
Approved
Daniel WhitfieldCFO · notified 07:44 ET · awaiting MFA
Waiting
Enabled once the account is funded and both approvals are in.
What each card receives
Click a row to see why the roster asks for that amount · first 8 of —| Employee | Rank | Base | Domestic h | Intl h | Required by the roster | Card |
|---|
Everything in gold is the same number seen at three levels: what the roster asks for per crew member, per agreement, and in total. That total is exactly the amount the airline has to bring from its bank into the V1 Crew account before the run can be dispersed.
A run is one instruction against the cash account, not one transfer per person. Each approval is recorded with the approver, the device and the timestamp, and the run can be reversed for 30 minutes before the cards become spendable.
Integrations
V1 Crew reads from the systems the airline already runs. It never writes back into them.
Crew management & rostering
Where duty periods and time away from base come from| System | Vendor | What V1 Crew reads | Method | Status |
|---|---|---|---|---|
| Jeppesen Crew ManagementCrew Rostering · Crew Pairing | Boeing | Ranks, bases, duty periods, TAFB | REST API · read-only | Not connected |
| NetLine/CrewCrew planning and tracking | Lufthansa Systems | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| CAE Crew Managementformerly AD OPT · Merlot | CAE | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| N-Crew PlanningCrew rostering | NAVBLUE · Airbus | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| Sabre CrewTracAirCentre Crew Manager | Sabre | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| AIMSCrew and operations control | AIMS International | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| iFlight CrewCrew management suite | IBS Software | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| PDC Crew ManagementCrew planning | Aviolinx | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| Leon SoftwareScheduling and crew | Leon | Ranks, bases, duty periods, TAFB | REST API · read-only | Available |
| Any other systemcrew_roster.csv · crew_hours.csv | — | The same fields, exported | CSV · XLSX · SFTP | Always available |
ERP, payroll & finance
Where the disbursement is booked and reconciled| System | Vendor | What V1 Crew posts | Method | Status |
|---|---|---|---|---|
| S/4HANAGeneral ledger · Accounts payable | SAP | Journal entry per run, cost centre by base | REST API · OData | Available |
| Fusion Cloud ERPFinancials | Oracle | Journal entry per run, cost centre by base | REST API | Available |
| NetSuiteFinancials | Oracle | Journal entry per run | REST API · SuiteTalk | Available |
| Dynamics 365 FinanceFinance and operations | Microsoft | Journal entry per run | REST API | Available |
| Workday Financial Managementwith Workday HCM | Workday | Journal entry and worker match | REST API | Available |
| Ramco Aviation SuiteAviation ERP · MRO | Ramco | Journal entry per run | REST API | Available |
| Infor CloudSuiteFinancials | Infor | Journal entry per run | REST API | Available |
| ADP · UKGPayroll and workforce | ADP · UKG | Employee master match · no payroll writes | REST API · read-only | Available |
| SAP Concur · CoupaExpense and procurement | SAP · Coupa | Card charges and invoices for matching | REST API | Available |
| Flat filejournal_entries.csv | — | The same postings, exported | CSV · SFTP | Always available |
One connection is enough to start. The crew system is read-only in every case, and the ERP side is a posting, not a migration: nothing is replaced and no system is switched off.
Payments
The other circuit: what the airline pays its vendors directly, on the airline's own cards
No agreements loaded for this category yet. Crew hotels is the one set up in this account.
What the roster asks for — to bring from the bank
Already on the vendor card
—
| Chain | Roster | Invoice | Difference | To pay | On the card | Card | Cross-check |
|---|
Vendor card
Visible in full: the administrator keys it into the chain's POS
•••• •••• •••• ••••
VENDOR
- Cardholder
- —
- Card number
- —
- Expires
- 12/28
- Security code
- —
- Balance
- $0.00
- Spend limit
- —
This one is shown in full on purpose: it is the airline's own card, issued to a supplier, and someone has to key it into that chain's terminal. Every time it is revealed the audit trail records who did it. Crew cards are the opposite — nobody in the console ever sees those.
This payment cycle
VND-2609-004 · Sep 1–15 · crew hotels- From
- Vantara Airways · operating account ••4417
- Method
- Wire · same-day
- Reference
- VND-2609-004
- Bank mandate
- Two signatures · treasury and CFO
$
Greg SullivanOperator · requested the transfer
Prepared
Laura BennettTreasury · first signature · awaiting MFA
Waiting
Daniel WhitfieldCFO · second signature · awaiting MFA
Waiting
The bank releases it once both signatures are in.
Charges on the vendor card
The airline's own spend — every charge is visible here| Date | Property | City | Nights | Rate | Amount | Invoice | Status |
|---|
Nothing is funded on the chain's word alone. The roster says how many nights the airline owes, the chain invoices the same period, and the two have to agree before a single dollar leaves the bank — a difference has to be accepted or disputed by name first.
Controls & Security
What keeps a card programme this size safe to operate with a small team
Declines this cycle
1,284
blocked category, cap or geography
Cards frozen
0
excluded from every run automatically
Exposure per card
—
highest single balance in the program
Who can do what
Segregation of duties| Role | Build | Approve | Freeze | Full number |
|---|---|---|---|---|
| Operatorcrew ops · 4 users | Yes | No | Yes | No |
| Treasury2 users | Yes | Yes | Yes | No |
| CFO1 user | No | Yes | No | No |
| Auditorread only · 2 users | No | No | No | No |
| Crew memberV1 app · one per employee | No | No | No | Own card only |
Nobody in the console ever sees a full card number — not treasury, not the CFO, not the auditor. Numbers are generated with the user and stay with the issuer; the only place a complete card appears is the crew member's own V1 app.
Authorisation thresholds
Per run| Run amount | Approvals | Who |
|---|---|---|
| Up to $50,000 | 1 | Treasury |
| $50,000 – $250,000 | 2 | Treasury + Treasury |
| Above $250,000 | 2 | Treasury + CFO |
| Above $1,000,000 | 3 | Treasury + CFO + board delegate |
- Incoming funding
- 2 signatures · treasury + CFO
- Approver MFA
- Mandatory · app or hardware key
- Preparer ≠ approver
- Enforced by the platform
- Reversal window
- 30 minutes after dispersal
- Sign-in
- SSO / SAML · IP allow-list
Card rules, applied to every card at once
Program level- Allowed categories
- Hotel · restaurants · ground transport · fuel
- Blocked categories
- Cash advance · gambling · duty free · crypto
- ATM
- Off by default
- Per-transaction cap
- $450.00
- Geography
- Network countries only
- E-commerce
- 3-D Secure required
- Balance ceiling
- Only what a run credited
The limit is applied when the card is used, not when the expense is claimed back. A card can only ever spend what a run put on it.
Audit trail
Every action, every user| Time | User | Action | Detail |
|---|---|---|---|
| 07:44:12 | L. Bennett | Run approved | PDR-2609-016 · 1 of 2 |
| 07:41:55 | L. Bennett | Rate changed | Intl $3.05 → $3.10 |
| 07:38:04 | G. Sullivan | Run created | 5,370 payees |
| 06:10:00 | system | Roster synced | 6,220 records · Jeppesen |
| Sep 09 18:22 | G. Sullivan | Card frozen | VA-11840 · reported lost |
| Sep 09 09:05 | D. Whitfield | Threshold changed | 2 approvals above $250k |
- Retention
- 7 years, immutable
- Export
- CSV · SIEM webhook
Reports
—
Disbursed by sector
Run PDR-2609-016, USDSpend by category
Cycle to date, USDPer diem by base
Crew paid, average hours away from base| Base | Crew | Avg. hours away | Avg. credit | Spend | Cashback |
|---|---|---|---|---|---|
| JFK · New York | 2,984 | 181.4 | $412.10 | $1,118,940.20 | $16,784.10 |
| BOS · Boston | 1,806 | 174.8 | $395.60 | $664,506.75 | $9,967.60 |
| FLL · Fort Lauderdale | 1,642 | 168.2 | $388.90 | $596,880.40 | $8,953.21 |
| MCO · Orlando | 1,318 | 163.5 | $379.20 | $472,410.09 | $7,086.15 |
| LAX · Los Angeles | 890 | 176.9 | $401.40 | $339,573.00 | $5,093.60 |
| EWR · Newark | 691 | 159.2 | $372.80 | $251,120.00 | $3,766.80 |
| Total | 9,331 | — | — | $3,443,430.44 | $51,651.46 |