When the person who manages company cards leaves

Identify which card and expense platforms the departing person administers, which payment methods they hold, and which business services depend on those cards. Coordinate access removal with the company's offboarding and security process. A handoff should preserve business continuity without extending access beyond what is authorized.

Separate personal cardholder access from organization administration and account recovery. Confirm that an authorized company-controlled administrator can manage the account. Do not transfer passwords, recovery codes, or full card details through an ordinary email or shared spreadsheet.

Review recent statements and vendor contracts for subscriptions, scheduled payments, and services billed irregularly. Assign a budget owner and approved payment method to each continuing service. A charge absent from last month's statement may still be an annual renewal due soon.

Verify changes directly in the vendor's established account workflow. Keep cancellation or payment-method confirmations. Replacing a card does not necessarily cancel the underlying contract, and canceling a subscription does not always stop every remaining contractual charge immediately.

Obtain outstanding receipts, business-purpose explanations, return records, and dispute references. Record purchases awaiting supplier refunds and identify who will follow them after departure. A later card credit needs to remain connected to the original purchase even if the cardholder is no longer present.

Use a restricted handover list with transaction dates, amounts, vendors, and required actions. Avoid placing unnecessary personal information from receipts in a broad operations document. Let accounting assess unsupported or unusual items rather than asking the new administrator to guess their purpose.

Confirm the authorized access changes and inspect essential renewals for payment failures. Reconcile the final statement for the old card or account and any opening activity on its replacement. Check that old and new feeds have not created duplicate ledger accounts or imports.

Retain the completed handoff and update the company's account-owner register. Assign an owner for any remaining dispute or refund until it resolves. The process is finished when access, payments, and the accounting evidence have all moved to the correct people.