Keep each card transaction explainable

A clear transaction record brings together the purchase, its work purpose, and its supporting receipt. This fictional Northstar Services example demonstrates recordkeeping only; it does not define permitted purchases, card limits, or reimbursement rules.

Worked transaction record

Illustrative sample entry; details are fictional.

Date Purchase Work purpose Receipt Follow-up
14 May Workshop room supplies Materials used for the project delivery workshop Receipt matched to transaction No additional detail noted
15 May Local transport Travel between the office and the project workshop Receipt not yet located Check the verified missing-receipt process

Reconcile a card transaction

  1. 1

    Find the matching receipt

    Compare the transaction details with the receipt and keep them associated in the record.

  2. 2

    Write a specific work purpose

    Explain what the purchase supported. Avoid descriptions that only repeat a broad category such as “supplies.”

  3. 3

    Flag what is missing

    If the receipt, purpose, or transaction detail is incomplete, record the gap and follow the current organization process rather than filling it with a guess.

Check the current card policy

Use the verified corporate card policy

Use your organization's verified corporate card policy for purchase eligibility, limits, required documentation, and the process for unresolved transactions.

This page is a recordkeeping example

This page is a recordkeeping example, not a substitute for those rules.