Options for Creating Corporate Cards

You can create corporate cards in two ways. You can choose either of the following actions at different points in time or you can do both at the same time:

• Automatic corporate card creation

• Manual corporate card creation

Automatic Corporate Card Creation

Automatic corporate card creation applies only to corporate cards that are issued to employees and used primarily for travel expenses. New employees are typically given new corporate cards, but the information on the cards isn't manually entered into the application at that time.

You can create corporate cards automatically by selecting an employee matching rule for new cards on the Upload Rules tab of the Create Corporate Card Program page. Then, when the corporate card transaction file containing transactions for the new card is uploaded to Expenses for the first time, the corporate card transaction upload and validation process uses the matching rule to match the new corporate card to the new employee.

Using the specified employee matching rule, the application automatically enters the transaction data for the new corporate card and associates it with the applicable employee. If the employee matching rule fails to identify a match, the application leaves the corporate card unassigned.

Tip: To reduce or eliminate manual effort, automatic corporate card creation is recommended.

Employee Matching Rules

There are two employee matching rules that can be used for a corporate card program:

• Employee number: This is the most commonly used matching rule. In this matching rule, the application matches employee number associated to the new corporate card with employee records to identify the applicable employee.

• Name and employee number: The application matches employee's first name, middle name, last name, and employee number associated to the new corporate card with employee records to identify the applicable employee.

Employee Matching Scenarios

Any of these employee matching scenarios can occur for any corporate card brand when the first transaction for a new card comes in:

• Company account information on the transaction matches the company account information in the application.

  The application searches and identifies an employee in the business unit of your company account.

• Company account information on the transaction matches the company account information in the application.

  The application searches and doesn't identify an employee in the business unit of your company account.

  If the Perform employee matching across all business units check box is selected, the application searches all other business units and identifies an employee match.

• The company account in the application has no information, such as company account number, billing control account, or card issuer number.

  If no setup data exists, the application matches across business units, identifies the employee and the employee's business unit, and associates the corporate card to a company account in the same business unit.

Manual Corporate Card Creation

You can manually create corporate cards for employees in the Create Corporate Card dialog box where you enter the following data:

• Corporate card program

• Company account name

• Token or masked card number

• Employee name and number

• Expiration date

• Maximum amount per transaction: Applicable for procurement cards only

• Maximum amount per billing period: Applicable for procurement cards only

Note: Manual creation of corporate cards is the exception, rather than the rule.Corporate cards are company account-specific. For example, if an employee transfers to another organization within your company and the organization belongs to another company account, you must create the corporate card again with the applicable company account name.