At a glance
The Credit Card Expense Submission Deadline allows companies to enforce a clear, automated submission deadline for all credit card expenses.
Overview
Many companies face challenges with credit card expenses, such as late submissions or missing receipts, delays in month-end closing, and incomplete documentation during audits. The Credit Card Expense Submission Deadline helps companies ensure that expenses are submitted on time, month-end closing is completed faster, and financial documentation remains consistent and auditable.
📑 For Admins
Admins and accountants benefit from being able to decide whether the Credit Card Expense Submission Deadline is activated for their organization. This provides a clearer structure for timely expense submission and helps ensure more complete documentation.
💳 For Cardholders
Cardholders benefit from clear deadlines and visual indicators that show when credit card expenses must be submitted. This helps them submit expenses on time and maintain an overview of open tasks at all times. If the feature is not activated, nothing changes for users.
Important
This feature applies only to credit card expenses.
There is no impact on:
Reimbursement expenses
Organizations without an active deadline
How the deadline works
Note
The deadline rule is fixed and cannot be configured.
Each credit card expense must be:
submitted within 7 days of the payment
no later than the 3rd day of the following month
The organization’s configured time zone is used for the calculation.
📑 For Admins: How do I activate the Credit Card Expense Submission Deadline?
Navigate to “Settings” and then to the “Credit Cards” tab.
Scroll down and click on “Activate deadline”.
Note
The deadline is disabled by default.
Once activated, the rule applies immediately to the entire organization.
If deactivated, all deadline-related notifications and UI elements are removed.
Tip
To deactivate the deadline, navigate to “Settings” and then to the “Credit Cards” tab.
💳 For Cardholders: What changes?
A new column “Due date” appears in your “To-dos”.
This shows:
In X days, when the deadline is upcoming
X days ago, when the expense is overdue (highlighted in red)
If the organization does not have an active deadline, this column is not displayed.
Overdue expenses
An expense is marked as “Overdue” when:
the submission deadline has passed.
the expense has not been fully submitted.
When an expense is overdue:
the status “Overdue” is shown in red
the expense is automatically moved to the top of the list
When users click on the status, they see an explanation:
why the expense is overdue
what deadline applies in the company
Expense details (Web & Mobile)
A deadline counter is displayed below the expense name.
When an expense is overdue:
the counter is shown in red
When clicking or tapping the status, an explanation of the deadline and the Overdue status is displayed.
Note
On mobile devices, there is no Due date column due to limited screen space.
Instead, the deadline can be identified via the Overdue status and the sorting of expenses.
Interaction with other expense statuses
Draft: Displays an additional reminder about the submission deadline.
In Review: If an expense was submitted late but is already under review, it remains in the In Review status.
Rejected: If a late-submitted expense is rejected, it receives the Rejected status.
Overdue: The Overdue status only applies if an expense has not been fully submitted after the deadline.
Frequently asked questions
Can we adjust the deadline?
No. The deadline rule is fixed to ensure consistent usage.
What happens if an expense is submitted late?
The expense is marked as Overdue until it is submitted.
The approval process remains unchanged.
Is credit card usage blocked if submissions are overdue?
No. The feature only affects the submission, visibility, and tracking of expenses.
Are overdue expenses automatically rejected?
No. Overdue is a status for visibility and tracking and does not affect the approval decision.
Do you still have questions?
💬 Chat Support
📞 +49 30 588 491 01
✉️️ support@circula.com