A card programme is only as controlled as its limits, merchant blocks, and reconciliation deadline. This policy puts the preventive controls in the card platform, where they stop a bad transaction before it happens, and uses the monthly reconciliation as the detective control that catches the rest. Pair it with our software category guides to see which tools fit your team. Once you have a shortlist, check the vendor profiles and the finance glossary for unfamiliar terms, then use our head-to-head comparisons before your first demo.
Built for: Controller, CFO, Accounting manager, Card programme administrator
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Decide the liability model first. Check your card agreement: corporate liability, individual liability, or joint and several. It changes the misuse and repayment clauses, so confirm it before editing anything else.
Set limits from actual spend. Use twelve months of card data to set monthly limits per role. Limits far above real spend are an unused control; limits below it generate a stream of temporary increases.
Configure blocks and deadlines in the platform. Load the MCC blocks, receipt reminders, and auto-lock for overdue receipts into the card or expense platform so the policy enforces itself.
Collect the acknowledgement before issuing a card. No card is issued until the cardholder has signed the acknowledgement. Store it with the cardholder record for audit.
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Set from twelve months of actual spend, not seniority. Temporary increases are approved by the card administrator and expire automatically.
| Role | Single transaction limit | Monthly limit | Cash access | Approver for increases |
|---|---|---|---|---|
| Individual contributor (travel) | [$1,500] | [$3,000] | No | Department head |
| Manager | [$2,500] | [$7,500] | No | Department head |
More free templates finance teams use alongside this one.
Most expense policies fail in one of two ways: they are so vague that every claim becomes a judgement call, or so detailed that nobody reads them. This template sets clear numbers where the company has to choose, keeps reimbursements tax-free under an IRS accountable plan, and tells approvers exactly what they are signing off on.
A procurement policy exists to answer one question before money is committed: has the right person agreed to this spend, at a fair price, on acceptable terms? This template ties quote requirements, purchase orders, and contract review to spend thresholds, so small purchases move quickly and large ones get the scrutiny they need.
Segregation of duties rests on one idea: no single person should be able to both commit an error or fraud and conceal it. In practice that means separating custody of assets, authorization, recording, and reconciliation. This matrix lists the specific duty pairs that conflict, shows who can do what by role, and gives compensating controls for teams too small to separate everything.
With corporate liability, the company is responsible to the card issuer for all charges and recovers any personal spend from the employee. With individual liability, the employee is responsible to the issuer and the company reimburses approved business charges. Joint and several liability makes both responsible. The card agreement determines which applies.
Common blocks include cash disbursements and ATMs (6010, 6011), quasi-cash such as money orders and foreign currency (6051), wire transfers and money orders (4829), gambling (7995), and pawn shops (5933). Add categories that have no business purpose for your company and confirm codes with your issuer.
Monthly, as part of the month-end close. Transactions should be coded and approved shortly after statement close so card spend lands in the right period, and any unreconciled difference between the statement and the GL should be cleared before the books are locked.
IRS substantiation rules require documentary evidence for lodging and for expenses of $75 or more, but many companies require receipts for every transaction. A lower threshold makes misuse easier to spot, and modern card apps make capture at the point of purchase quick.
