Card Auto Lock Policy

Overview of the Card Auto Lock Feature

The Card Auto Lock feature in Corpay Complete automatically blocks corporate cards when expense transactions remain outstanding beyond a defined timeframe. This policy supports compliance with the Company Policy and removes the need for manual monitoring and reminder emails. The lock threshold for outstanding expense transactions that are greater than 60 days.

How Card Auto Lock Works

• The system monitors corporate card transactions that have not been submitted in an expense report.
• If transactions remain outstanding for more than 60 days, the card is automatically blocked.
• The process is fully automated and applies unless the user is explicitly excluded by an administrator.

Cardholder Notifications

To prevent unexpected card blocks, the system sends multiple automated notifications:

• Initial warning when transactions exceed 30 days
• Reminder emails sent:
  • 5 days before the 60-day deadline
  • 2 days before the deadline
  • On the day the card is blocked

These notifications prompt cardholders to submit expense reports before the lock occurs.

Impact of a Blocked Card

When a corporate card is blocked:

• The card cannot be used for new transactions

Reactivating a Blocked Card

Once all outstanding expense items have been submitted, cardholders must contact their Admin to request a reactivation of the card.

Expense Report Rejections and Card Lock Timing

If an expense report is submitted within the required timeframe but is later rejected:

• The original submission does not reset the 60-day clock
• If the corrected report is resubmitted after the 60-day deadline, the card will still be locked

Best Practice: Submit expense reports early and address rejections promptly to avoid card disruption.

Excluding Users from the Auto Lock Policy

Administrators can exclude specific users (such as executives or designated branches) from the Card Auto Lock policy.

How Exclusions Work

• A dedicated Auto Lock exclusion checkbox is available in user settings
• When selected, the user is not subject to automatic card locking
• All other policy rules remain unchanged for non-excluded users

This option provides flexibility while maintaining overall compliance.

Summary

The Card Auto Lock feature enforces timely expense reporting through automated card blocking and notifications. By submitting expenses on time, responding quickly to rejected reports, and following receipt requirements, cardholders can avoid card interruptions and reimbursement delays.