In đŚâ â Bank accountsâ , we covered why GoDutch virtual credit cards make sense for your organisation. This page explains how to use your credit card for work expenses. The short version: spend as you would if you were being reimbursed â wisely, and with receipts.
Virtual credit cards
How GoDutch works
GoDutch issues virtual cards linked to your organisation's account. Each cardholder gets their own card with individual spending limits and, where applicable, merchant category restrictions set by the finance lead. The organisation pays the balance; you document what you spent and why.
Before receiving a card, you sign a card use agreement acknowledging the card belongs to the organisation and that card use can be reviewed at any time. Holding a card is a privilege, not a right, and the organisation can withdraw it at any point.
Who can hold a credit card
Cards are issued to team members who regularly incur work expenses and for whom card access genuinely reduces friction. This typically includes colleagues who travel frequently, and operational staff managing travel or supplies.
If you think you need a card, ask the finance lead.
What you can spend on
Use the card for work-related, in-budget expenses only. When in doubt, check before you spend.
What you cannot do
- Pay for personal expenses, even temporarily.
- Share your GoDutch login or card details with anyone.
- Make purchases of weapons, drugs, or pornography (immediate termination and possible legal action).
Your responsibilities as a cardholder
- Capture receipts per transaction. GoDutch will prompt you to attach a receipt after each payment. Do this straight away: it takes ten seconds and prevents end-of-month scrambling.
- Keep your account secure. Do not share your login credentials. Treat access to your GoDutch card the same way you would treat access to any other work account.
- Freeze the card immediately if compromised. You can freeze your card directly in the GoDutch app. Do this first, then notify the finance lead. Because virtual cards can be replaced instantly, the risk of ongoing exposure is low, but act quickly.
- Tell the finance lead if you miss a receipt. It happens occasionally. It should not become a pattern.
Consequences of misuse
Mistakes are handled proportionally and in good faith. Consistent carelessness with receipts or deadlines will cost you the card. Deliberate misuse (personal expenses, sharing access, or prohibited purchases) is treated as a serious matter under the disciplinary procedure and may result in dismissal.
Unauthorised expenses can be recovered from your salary.
If your organisation also uses physical cards
Everything above applies equally to physical cards. A few mechanics are different:
- Protect the physical card and PIN. Do not leave the card unattended. Do not share the PIN with anyone, including colleagues.
- Report loss or theft immediately. Block the card by calling the finance lead or your card provider's emergency line. File a police report if the card was stolen. You may be liable for charges incurred before the card is blocked.
- Submit a monthly expense report. Without automatic per-transaction prompts, keep your receipts and submit documentation by the 5th of each month with the date, amount, coding, and purpose of each transaction.
- No cash withdrawals. Physical cards must not be used to withdraw cash.