Reassigning a Travel Card

[SRedmon]

I'm wondering if anyone has had this situation and what the best way to resolve with minimal impact to the expense report processing.

We have a corporate credit card that is used for travel that is not specific to an individual (not a ghost card but embossed with "Office Travel Card" used to purchase airfare for approximately 100 employees.  Right now, this card is assigned to an employee, "John", that reconciles and submits the reports, but the card needs to be reassigned to "Mary" because John is moving to a new position. 

There are currently 8 open reports with 50 - 60 charges that are being processed.  Of those 8, two reports will be processed by the end of the week, four won't be submitted until mid-October, and the other two have issues, primarily with receipt documentation, that will be submitted whenever they ever get the documentation straightened out.

In addition, there are on average 25 new charges daily.

1. If the card is moved from John's profile to Mary's profile, does anyone know what happens to charges that are on a report that is either not submitted or somewhere in the approval process, but not fully processed?
2. Is there a way to set a date so that transactions that are prior to that date will be on John's profile and the new charges appear on Mary's?

Any insight or helpful hints would be greatly appreciated!

[crystalreports · Accepted solution]

1) Typically, we would have John complete whatever he is able to before we reassign the card to Mary. In the case of submitted transactions, usually that doesn't get negatively impacted if we reassign cards. However, for reports not already submitted, we would have Mary be responsible for them and re-do if necessary. In cases where the charges have already been added to an expense report, but not submitted, we have seen that it will remain in the expense report under John even after the reassignment of the card.