We know that even with internal deadlines and automated reminders, some cardholders might still miss submitting their expense details on time. This can create extra work for your Finance team as they chase up these submissions.
To simplify this process, we’ve introduced a new feature that sets a deadline for expense submissions. If the details aren’t submitted by this deadline, the spender’s card will be automatically frozen until the submission is made. This should prompt your cardholders to submit expenses faster and help your accountants book expenses more quickly.
Policy Control
Only Admins can make these changes. Instructions on how to set this up can be found here.
Start Date
If the start date is before the current date, cardholders will get the same timeline to submit expenses as set in the policy, starting from the policy creation date.
If the start date is on or after the current date, the timeline will apply to all expenses made on or after this date.
Notifications
Cardholders will get notifications from their Mobile App and emails before their card is frozen, or if it is temporarily unfrozen. They can also see expense statuses (like overdue or due tomorrow) on both the Mobile and Web Apps.
Automatic Freezing and Unfreezing
Expense submissions for each card are checked daily. If the cardholder hasn’t submitted their expenses by the deadline, the card will be frozen at midnight. Once the overdue expenses are submitted, the card will automatically unfreeze within the next hour.
Temporary Unfreeze: Admins can temporarily unfreeze a card for one day to allow for urgent payments, using the Web App. The card will automatically be frozen again at midnight.