My card was declined, what should I do?
Last verified October 18, 2026
Open Money > Balance and find the declined row in Activity; it shows the reason. Most declines are a frozen card, not enough available team balance, a used-up allowance, or a grant rule, and most are fixed from the Cardholders page.
Find your cause fast
- Open Money, then Balance. Search for your card's last four digits to narrow the list.
- Find the row marked declined in Activity. The reason is printed under it.
- Match it below.
The cardholder and everyone with View finances also get a "Card declined" notification with the same reason.
| Reason shown | What it means | What to do |
|---|---|---|
| card is frozen | The card is frozen, cancelled, or a physical card that hasn't been activated | Ask a card manager to Unfreeze it, or click I have it, activate on a physical card |
| insufficient team balance | The purchase is more than the team can spend right now | See "Not enough balance" below |
| spending allowance exceeded | You've used up your approved allowance | Ask for more under Spending requests |
| this grant has no money left | The grant is spent | Ask a card manager to Top up the grant |
| this grant expired | The grant passed its expiry date | Ask for a new grant |
| this grant is locked to other merchants | The grant only works at certain stores | Buy from a store on the grant, or ask for the lock to be changed |
| this grant does not cover that kind of merchant | The grant is limited to certain kinds of merchant | Same as above |
| this grant was cancelled | The grant was ended | Ask a card manager |
| merchant category not permitted | The Foundation doesn't allow cards at this type of merchant | Pay another way and email the Foundation |
| card not recognized | The card isn't on file | Email the Foundation |
Not enough balance
Your available balance is lower than the balance on the ledger. These are already spoken for:
- purchases that are approved but haven't settled yet
- money set aside in other people's allowances and grants
- reimbursements approved but not yet paid
Check Available balance on Money > Account. If it's lower than you expected, a pending purchase may still be holding money; those clear when the purchase settles. Otherwise the team needs more funds, or an allowance or grant someone isn't using can be reduced.
No decline row at all
Some declines happen before Robolyst is asked about the purchase, so there's no row and no reason. Check these:
- Monthly limit. A card manager may have set one on your card. Ask them; they see it next to the card on Cardholders.
- Card details. Re-check the number, expiry and CVC with Reveal. Online stores may also check the billing address; a card manager can see the right one when they reveal a card.
- Text-message code. Some online purchases text a code to the phone on your cardholder profile. Update it under Your phone number on Cardholders. Codes only reach +1 and +44 numbers.
Overdue receipts
The agreement lets the Foundation suspend cards while receipts are overdue past the 14-day deadline (Section 9.4). Upload any missing ones.
Cards managed by Robolyst
If your Cardholders page says Cards for this team are issued and managed by Robolyst, declines are decided by the card's bank, not by the rules above. Email contact@robotics-catalyst.org with the date, amount and store.