Executive Office Corporate Card Custody Control

by ExecutiveAssistantAgency Editorial Team

In this article
  1. executive office corporate card custody control
  2. Issue through an approved record
  3. Match limits to authority
  4. Control custody and sharing
  5. Monitor use and reconcile
  6. Route approvals and exceptions
  7. Handle replacement and cancellation
  8. Return or close at the end
  9. Reconcile cards and charges
  10. Common questions
  11. Who can use a corporate card?
  12. What if a charge violates policy?
  13. How are limits changed?
  14. Source and service boundaries

executive office corporate card custody control

Control issuance, custody, limits, use, and return of corporate payment cards through a governed register with named accountable owners.

Issue through an approved record

Record the card, holder, issuing owner, spend limit, purpose, and effective date before use. Confirm the holder understands the approved use, reporting, and custody rules. Do not hand out a card or card number on convenience alone.

Match limits to authority

Confirm the transaction limit, category restrictions, and approval threshold named by finance or the policy owner. Route requested changes to the owner with authority. Do not split a purchase into smaller charges to stay under a limit.

Control custody and sharing

Keep the physical card and its number with one accountable holder and confirm who may use it. Never publish card details in shared chat, email, or documents. Report a lost or copied number to the issuing owner immediately.

Monitor use and reconcile

Compare charge activity with the register, receipts, and the approved purpose on a defined cadence. Record any disputed, missing, or out-of-policy charge with the finance owner. Do not edit supporting records to make an expense fit policy.

Route approvals and exceptions

Send pre-approval requests and exceptions to the owner named by policy before the purchase where required. Keep the decision, condition, and supporting evidence with the entry. Silence or a verbal go-ahead is not a substitute for the approved route.

Handle replacement and cancellation

Report lost, expired, or compromised cards and coordinate replacement or cancellation with the issuing owner. Update the register when the card changes. Withdraw an unused or former card promptly to prevent accidental use.

Return or close at the end

Collect the card, cancel standing authorizations, and record the return or closure with finance when the role or engagement ends. Reconcile any pending charges. Remove the card from payment systems and standing plans at the same time.

Reconcile cards and charges

Compare the register, holders, limits, and charge activity with finance on a defined cadence. Confirm every card has an accountable owner and close unused cards. Route disputed or out-of-policy charges through the finance owner.

Common questions

Who can use a corporate card?

Only the authorized holder within the approved limits, purpose, and policy.

What if a charge violates policy?

Route the charge to the finance owner and preserve it in the register rather than editing evidence.

How are limits changed?

Through the owner with authority, and updated in the register and payment system.

Source and service boundaries

Control corporate payments with executive administrative support and the travel expense reporting guide. Contact the team about a defined payment workflow without card details. Program reference: GSA government travel charge card program.