Determining Charge Card Recipients

Assigning charge cards to employees serves multiple purposes within an organization. It enables stakeholders to access funds for purchasing a wide range of items, including physical goods, software, travel expenses, and more, all of which contribute to driving the organization forward.

Executives and Managers: Executives and managers often require charge cards to handle expenses related to business travel, client entertainment, and high-level purchasing decisions. Charge cards provide them with the flexibility to make necessary transactions quickly and efficiently.

Sales and Business Development Teams: Sales teams frequently travel, attend client meetings, and incur expenses related to client entertainment. Charge cards enable them to cover expenses such as flights, hotels, meals, and entertainment, supporting their business development efforts and ensuring smooth sales operations.

Field Service and Operations Teams: Field service and operations teams may require charge cards to cover expenses associated with travel, lodging, meals, and equipment purchases. Providing charge cards to these teams can enhance their ability to deliver services promptly and effectively.

Purchasing and Procurement Staff: Employees responsible for purchasing and procurement activities often require charge cards to manage and streamline purchasing processes. Charge cards provide them with a convenient way to make necessary purchases, track expenses, and ensure timely delivery of goods and services.

Research and Development Teams: Research and development teams may need charge cards to facilitate purchases of materials, equipment, or software required for their projects. Charge cards can enable quicker acquisition of necessary resources, ensuring smooth progress and innovation.

Employee Travelers: If employees frequently travel for business purposes, providing them with charge cards can simplify their expense management. It allows them to pay for flights, accommodations, meals, and other travel-related expenses without having to use personal funds and then seek reimbursement.

Department Budget Holders: Designated budget holders within departments may be given charge cards to manage and control their departmental expenses effectively. This helps them monitor and track spending within their allocated budgets while maintaining financial responsibility.

Employee Benefits: In recent years, there’s been an uptick in companies providing employees with benefits above and beyond the typical healthcare, stock options, and 401K. Often, employers are now providing a weekly budget for food purchases, gym memberships, toll fees, and more. Additionally, there might be reasons to provide employees with a one-time card for a job well-done or a holiday gift.

It is important to establish clear guidelines and policies regarding the use of charge cards, including spending limits, expense reporting procedures, and acceptable use cases. Regular monitoring, reporting, and reconciling of charge card expenses should also be implemented to ensure transparency and prevent misuse.

Ultimately, the decision of who should receive charge cards should be based on their job functions, responsibilities, and the specific needs of the company to ensure that charge cards are issued to individuals who can use them responsibly and effectively for the benefit of the organization.