Managing Corporate Cards and Expense Reports When an Employee Leaves the Company
When an employee leaves the organization, it is important to ensure that all corporate card transactions and expense reports are completed before the user is deactivated in Expense. Following a clear process helps ensure that receipts, accounting, approvals, and documentation are handled correctly, while preventing open transactions from being left unresolved. A structured offboarding process reduces administrative work and helps maintain accurate accounting records.
Why Is This Important?
Before deactivating a user, you should ensure that:
- 💳 All corporate card transactions have been processed
- 📎 Receipts have been uploaded
- 📊 All purchases have been accounted for
- ✅ Expense reports have been submitted and approved
- 👤 The user can be deactivated without leaving any open items
👉 This minimizes administration and ensures accurate accounting.
Ensure the Employee Has Completed Their Expenses
Before the employee's final working day, they should:
- 📷 Upload all receipts
- 💬 Add comments to all purchases
- ✅ Complete their expense reports
If this is not possible, an administrator can finish processing the reports on the employee's behalf.
Process the Expense Report in Expense
Step-by-Step
- Navigate to: Reports > List All
- Open the relevant report.
- Review all purchases and transactions.
For each transaction, you can use:
- 📖 Book Icon for accounting
- 🍴 Cutlery Icon for representation expenses
Post the Transactions
For each purchase:
- Select the correct account.
- Verify VAT settings and accounting information.
- Add internal accounts if required.
- Click Save.
✅ Remember to save each transaction after it has been accounted for.
Handle Cost Allocation
If a cost needs to be split between multiple accounts:
- 📊 Allocate the amount across the relevant accounts
- ✅ Use the cost allocation functionality
👉 This ensures correct distribution of expenses.
Manage Representation Expenses
If the purchase involves representation, the following information needs to be completed:
- 👥 Number of participants
- 🧾 Names of participants
- 🎯 Purpose of the event
- 🏢 Company name (for external representation)
✅ This information is required for accurate accounting and compliance.
Submit the Expense Report
Once all transactions have been processed:
- Verify that all purchases have been accounted for.
- Click Submit.
✅ The report will continue through the approval workflow.
Missing Receipts or Supporting Documentation
Sometimes an employee leaves the organization before all required documentation has been received.
Recommended Handling
- 📄 Follow your company's internal procedures
- 💰 Account for the transaction using 0% VAT if no receipt is available
- 📷 Add documentation stating that the receipt is missing
Add a "Receipt Missing" Document
Step-by-Step
- Create or upload a PDF or image file.
- Use your organization's Receipt Missing template.
- Attach the document to the transaction.
✅ This creates a clear audit trail for future reviews.
Deactivate the User
Once all reports have been completed:
Step-by-Step
- Verify that:
- ✅ All reports have been approved
- ✅ All transactions have been accounted for
- ✅ Approval workflows have been completed
- Open the user profile in Expense.
- Deactivate the user.
✅ The user is now removed from the active user list.
Employee Offboarding Checklist
Before deactivating the user, verify that:
- ✅ All purchases have been registered
- ✅ Receipts have been uploaded
- ✅ Accounting has been completed
- ✅ Representation information has been added
- ✅ Reports have been submitted
- ✅ Approval workflows have been completed
- ✅ The user has been deactivated
💡 Best Practice Tips
Inform the Employee Early
- ✅ Notify the employee before their final working day
- ✅ Explain the required steps for completing outstanding expenses
Ensure Receipts Are Uploaded Continuously
- 📷 Encourage employees to upload receipts on an ongoing basis
- ✅ Reduce the risk of missing documentation
Review Open Reports Before Closing the Account
- 📊 Check for draft reports and unprocessed transactions
- ✅ Resolve outstanding items before deactivation
Cancel Corporate Cards According to Company Policy
- 💳 Ensure any corporate cards are closed or reassigned according to internal procedures
👉 These steps help simplify the entire offboarding process.
Frequently Asked Questions (FAQ)
Can an administrator account for expenses on behalf of the employee?
Yes. An administrator can complete the accounting process if the employee no longer has access to Expense.
What should I do if receipts are missing?
Follow your company's internal procedures and document the transaction using a Receipt Missing attachment or similar supporting documentation.
When should the user be deactivated?
Only after all reports, transactions, and approval workflows have been completed.
Can the report continue through the approval workflow after an administrator submits it?
Yes. Once the administrator submits the report, it continues through the normal approval process.
Summary
- 💳 Ensure all corporate card transactions have been processed
- 📎 Verify that receipts have been uploaded
- 📊 Account for all transactions
- ✅ Submit reports for approval
- 📄 Document missing receipts according to company procedures
- 👤 Deactivate the user only after everything has been completed
- 🚀 Follow a structured offboarding process to maintain accurate accounting and complete documentation