Question: Do card holders have any personal liability to a business card?
Answer: The business is solely responsible and there's no personal liability to employees for having a business card. Cards are assigned to card holders and we might collect some demographic info about the card holder but the line of credit is tied to the business.
Question: Does the employee benefit on their credit score/report?
Answer: No, because we don't collect any identifying information from those employees, aside from the ability to sort of identify them when they call in. We don't provide any sort of reporting to their credit agency.
Question: Is your corporate program open to government agencies or municipalities?
Answer: Yes, it is. Nonprofits, as well. We can set up a program that would work really well. These types of organizations would be best suited for corporate cards, as the business card program requires a personal guarantee from the business owner. That's an important note. If you're a non-profit or municipality and you've signed up for a credit card online or somewhere, be cautious- many of these programs are designed for a small business owner where that owner guarantees that debt. We've seen nonprofits where the business executive director didn't realize this and it was reflected on their personal credit. It's really important to understand the program and we’re here to help with that.
Question: For the reassign cards function... How often can cards be reassigned and will new cards be issued?
Answer: With the way most use credit cards, it is unlikely to need to reassign a card. Most of the time, you're going to have a card associated with an individual. In that case, you’d close the card and issue a new card to a new employee. It works best that way, especially when using the cards for expenses.
There is the ability to have a card that doesn't have an individual's name on it, but has a company name or a department name on it. We don't recommend that for a lot of reasons, as you might imagine. That would be the only use case for reassignment.
New cards can be issued upon request and are automatically generated before expiration of a card.
Question: We can now make one payment for our 22 credit cards? We've been paying them individually because that was not available when Spend Track was launched.
Answer: Yes! Send a message to BusinessSupport@KennebecSavings.Bank and we'd be happy to set that up for you.
Question: Can a card be issued to an employee under age 18?
Answer: That’s a great question. As a business, it’s important to establish clear company policies that define what is and isn’t allowed when it comes to credit card use. Company-issued credit cards are business tools, and ultimately, the company is responsible for all charges made by cardholders—regardless of the cardholder’s age.
Any purchase made by a cardholder is considered valid, so the company generally cannot dispute charges simply by saying the purchase wasn’t permitted under policy. Because of this, it’s critical to put the right controls in place from the start.
By carefully issuing cards and using available controls—such as spending limits and merchant category restrictions—you can ensure cards are used appropriately. The company should be thoughtful about which employees receive cards and tailor controls to align with company policy and each employee’s role.
Question: Do cardholders need to have a login to the system?
Answer: “It depends”. An administrator is needed for the business to manage all cards. Individual card holders don’t need access unless the company is also using the expense management tool.
Question: How do cardholders access the portal?
Answer: Spend Track can be accessed from a direct URL or from a link in Online Banking after KSB Business Support completes the setup and training for an administrator.
Question: The expense management function with the receipts and GL's-how long is the data saved and how easy is it to retrieve historical data?
Answer: Although the system does not have a scheduled data purge function, information is typically retained for five to seven years.
You can access historical data through available reports, which can be filtered by date range, employee, category, and other criteria.
Please note that receipt images are embedded within PDF reports, but they cannot be downloaded in bulk. To obtain receipt images, they must be downloaded individually from each transaction.
For best practices, we recommend downloading receipt images during your regular reconciliation process and storing them outside of the expense management system to ensure redundancy.
