- A credit card register is similar to a check register. It's a small paper booklet that you use it to record details about the transactions you make. In the corporate world, accurate register-keeping is important to make sure all of the charges you make on your company card are accounted for when you report your expenses.
A typical register includes columns to record the date of the transaction, the payee, the amount and a running total of your available balance. When using a register to balance a credit card, your employer may ask you to add up the total of your expenses rather than subtracting from an available account balance. - The first thing you should do when issued a corporate credit card is learn your company's rules. Guidelines for corporate credit card use can vary greatly from company to company. Knowing exactly in what situations you are permitted to use the credit card is much more important than what you actually record in a register. You may meticulously enter five nights in a jacuzzi suite at the Hilton in your credit card register, but if your company policy includes a $75 per diem for lodging, an accurate register isn't going to keep you from getting in trouble for the excessive charges.
If any part of your company's expense and credit card policies is unclear, speak with a financial controller or your manager. Try to get any potential issues clarified in writing (or email) if possible. - Some companies won't require you to record your credit card use in a register at all. They may require you to retain receipts instead, which they will balance and validate against the statement they receive from the credit card provider. Even this practice can vary from company to company--some employers may accept any paper record of a transactions, while more stringent accounting departments may hold you accountable for any charge for which you cannot produce a detailed, itemized receipt.
Many companies are also turning to software- and Web-based expense reporting. If your company uses such a system, you may be able to forgo the use of a written register and handle all of your expense reporting and balancing online. - It's always best to keep both receipts and a written register of your transactions, whether your company requires it or not. The more paper evidence you have, the less likely you will ever find yourself responsible for a questionable or forgotten charge. A corporate credit card becomes a lot less convenient when poor record-keeping ends up taking money out of your own pocket.
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