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Credit Card Receipts

I am looking for suggestions on how others handle a situation where an employee has charged something to their corporate card but does not have a receipt (it was lost, not obtained, etc.). My recruiters all have corporate cards with small limits so they can take prospects to lunch or coffee but do not always provide receipts with their card reconciliations. Since it is on a corporate card it's not as easy as not reimbursing them, as I would if it was a personal reimbursement request.


Sara Voight
Title: Controller
Company: Critical Signal Technologies, Inc
(Controller, Critical Signal Technologies, Inc) |

Our office has what they refer to as a receipt 'affidavit.' In essence it is a manual receipt that includes more data than would be required if they had kept the original receipt, and must be signed their direct manager prior to including in an expense report. After filling out a few of these, most of the staff figure out a better organization method so they don't lose them so often. The employee manual also states that if they do this enough, they could lose the card and be required to fund out-of-pocket with reimbursements only for items the receipt is produced. In theory, it is a great option, however I have yet to see it enforced.

The other thing we do is allow our staff to photograph and upload a clear pdf of the receipt. Emphasis on clear image. They can then downlaod to match with the rest of their expense report and have all needed documents at the right time. There are several online expense reporting options available that allow online reporting and are not expensive. You should take a look at some of what is out there.

(Director of Finance) |

Understanding it is a corporate card, it is still their responsibility. At companies where I have had a corporate card, it was noted that the company would pay those items with receipts and I was asked/required to pay anything else. You could implement a policy that any expenses without a receipt would need a "receipt affidavit" as above or would be charged back to the employee for them to recognize as an unreimbursed business expense.

Topic Expert
Wayne Spivak
Title: President & CFO
LinkedIn Profile
(President & CFO, |

I have found corporate cards to be a no win situation at the end of the day.

Employees that don't have a credit card have larger problems, many times by providing either credit counseling or a personal budgeting course.

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