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Many companies now use reloadable cards as a way to disburse funds to their employees. Reloadable cards work like debit cards and can be used for various expenses like travel, meals, and office supplies. However, reloading these cards can create confusion when it comes to accounting for the expenditures. In this article, we explore some of the methods used to account for the company's reloadable card expenditure.
The key to successfully using reloadable cards is to maintain accurate records of all the transactions. Just like any other business expense, reloadable card expenditure should be entered into the company's accounting system. When reloading the card, create individual entries for each transaction, indicating the date, transaction description, and the amount reloaded.
When reloading a card for an employee, ensure that the transactions are solely related to business expenses. It will be best to train the employees to separate business and personal expenses when using the card. Companies can limit the card's use for business purposes by adding restrictions or including expiry dates that align with the employee's expected expenses. By separating personal and business expenses, it will be easier to track the reloadable card expenditure, which will be essential when generating financial reports.
It is crucial to reconcile reloadable card statements every month to avoid any discrepancies in the accounting records of the company. When reconciling card statements, verify that the transaction records in your accounting system match the charges that appeared on the reloadable card's statement. Also, ensure that any fees or interest charged for using the card are accurately recorded in the company's accounting records.
Retain receipts for all reloads and expenses made using the reloadable card. The receipts will be necessary in case an employee needs to justify the expense, or during audits by the company's accounting team or regulatory agencies. Retaining receipts provides an irrefutable record of the reloadable card expenditure, which makes it easier to reconcile financial records accurately.
Reloadable cards are a convenient and cost-effective way to disburse funds for business expenses to employees. However, to avoid creating ambiguity in accounting records, companies need to ensure that all transactions are accurately accounted for. By keeping accurate records, separating business and personal expenses, reconciling card statements monthly, and retaining receipts for all reloads and expenses, companies can ensure that their reloadable card expenditure is effectively accounted for in their financial records.
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