usheru Revolut Business Card & Expense Submission Policy
Owner: Finance Team
Applies to: All usheru employees issued with a Revolut Business card
Purpose
usheru uses Revolut Business to manage company spending and expense reporting. This policy explains how to request and use a Revolut Business card, your responsibilities as a cardholder, and how business expenses must be submitted.
Timely and accurate expense submission helps ensure efficient financial reporting, VAT compliance, and effective management of company expenditure.
Policy Hierarchy
This policy explains how business expenses must be submitted using Revolut Business.
It should be read alongside the usheru Business Expenses Policy (available to view in the Employee Handbook in CharlieHR), which defines:
What business expenses are permitted.
Spending limits (including per diem allowances, travel and accommodation caps).
Approval requirements (and instances where pre-approval for spend is required).
Reimbursement rules.
What expenses are not considered business expenses.
Any other conditions relating to company expenditure.
Where there is any inconsistency between the two documents, the usheru Business Expenses Policy takes precedence.
Being issued with a Revolut Business card does not authorise expenditure outside the limits or approval requirements contained within the usheru Business Expenses Policy. Any misuse of company funds may result in an Employee being requested to reimburse the Company.
Before You Start
All employees who receive a company card must download the Revolut Business app (black icon).
Download the app here:
Apple App Store
https://apps.apple.com/ie/app/revolut-business/id1436969262
Google Play Store
https://play.google.com/store/apps/details?id=com.revolut.business
Please note: Download the Revolut Business app (black icon), not the personal Revolut app.
Once invited by Finance, follow the instructions within the app to activate your card.
Requesting a Company Card
If your role requires a company card:
Obtain approval from your manager.
Contact the Finance Team to request a Revolut Business card.
Finance will issue one or more of the following, depending on your role:
Physical Card
Virtual Card
Both
You will receive an invitation to join usheru's Revolut Business account.
Download the Revolut Business app and activate your card.
Please do not use personal payment cards for business expenses unless this has been agreed in advance by your manager or the Finance Team.
Submitting Expenses
Every purchase made using your Revolut Business card must have a corresponding expense submitted in the Revolut Business app.
For every transaction you must:
Upload a clear photograph or PDF of the receipt or invoice.
Add a meaningful description explaining the business purpose of the expense.
Select the appropriate expense category where required.
Complete any additional information requested within the app.
Submit the expense promptly.
You can also email an invoice to your dedicated Expenses/Receipts email address - here’s how to find it:
Revolut provides a unique Expenses email address that you can forward non-travel invoices and receipts to. The system will scan the document and automatically attempt to match it to the relevant outstanding expense.
> Revolut Business Login (business.revolut.com) > Profile > My Receipts
(Example: catherine.downes@expenses.revolut.com) Note. Please don’t copy this convention, go into Profile (top right icon/menu on your Revolut Business interface), and go to My Receipts to get the email address bespoke to you
Simply copy the email address shown there and forward your invoice (PDF, JPG or PNG) from the same email address you use to log in to Revolut Business. The receipt should be matched (in the Revolut system) to the relevant expense within a few minutes - thereafter, you can add the required information and Submit.
Business Development Expenses - Information Requirements for Finance & Accounting
For all Business Development, Sales or Client Entertainment expenses, you must include the name of the client, prospective client or organisation within the expense description.
Examples include:
Lunch with OVG Premium lead [Nolan Novak/Lowell Berg]
Coffee meeting – Altitude Filmed Entertainment
Client dinner – Madison Square Garden Entertainment
Travel to meeting – Euroleague Basketball
Accommodation – Ticketmaster Partner Summit
Including the company name enables usheru to accurately track Business Development expenditure and customer acquisition costs.
Cardholder Responsibilities
Every employee issued with a Revolut Business card is responsible for ensuring they understand and comply with the usheru Business Expenses Policy (available in the Employee Handbook in CharlieHR) before incurring any expenditure.
This includes familiarising yourself with:
Daily meal and subsistence (per diem) limits.
Flight class and airfare caps.
Accommodation spending limits.
Ground transport guidance.
Business Development and client entertainment spending limits.
Circumstances where manager approval is required.
Circumstances where Finance approval is required.
Business travel approval requirements.
Any other spending limits or policies applicable to company expenditure.
It is the responsibility of each cardholder to obtain any required approvals before committing company funds.
If you are unsure whether an expense is permitted or requires approval, you should check with your manager or the Finance Team before making the purchase.
Best practice: Submit your expense immediately after making the purchase. This reduces the risk of missing receipts and significantly simplifies month-end processing.
Missing Receipts
Receipts are required for every business expense wherever one is available.
If a receipt has been lost:
Check your email for a digital receipt.
Request a duplicate receipt from the supplier where possible.
If a replacement receipt cannot be obtained, complete Revolut Business's "Sign for Missing Receipt" declaration within the app, confirming that the expense is genuine and that the original receipt is unavailable.
Finance may request additional information before approving the expense.
The "Sign for Missing Receipt" function should only be used in exceptional circumstances and not as a substitute for retaining receipts.
Repeated use of missing receipt declarations may result in additional review by Finance or rejection of future expense claims.
14-Day Expense Submission Policy
All expenses must be submitted within 14 calendar days of the transaction date.
This is a mandatory usheru policy.
If expenses remain outstanding for more than 14 days, your Revolut Business card will be frozen until all overdue expenses have been submitted and brought up to date.
This policy helps ensure:
Accurate financial reporting.
VAT compliance.
Timely month-end close.
Efficient reconciliation of company accounts.
Reduced administration for employees and the Finance Team.
Card freezes are intended to encourage timely compliance and are not disciplinary in nature.
Acceptable Business Expenses
Typical examples of acceptable business expenses include:
Approved business travel.
Client meetings.
Conferences and exhibitions.
Accommodation.
Meals while travelling on company business.
Approved software subscriptions.
Other manager-approved business purchases.
All expenditure must comply with the usheru Business Expenses Policy and any approval requirements applicable to your role.
Cardholder Responsibilities
As a Revolut Business cardholder you are expected to:
Use your card only for authorised business expenditure.
Keep receipts for every transaction.
Submit expenses within 14 days.
Provide accurate descriptions for every expense.
Include client or prospect names for Business Development expenses.
Obtain all required approvals before incurring expenditure.
Report lost or stolen cards immediately through the Revolut Business app and notify the Finance Team.
Comply with both this policy and the usheru Business Expenses Policy at all times.
Failure to comply may result in your Revolut Business card being suspended or withdrawn.
Need Help?
If you have any questions regarding:
Requesting a card
Card activation
Expense submissions
Missing receipts
Card limits
Lost or stolen cards
Eligible business expenses
Approval requirements
Please contact the Finance Team, who will be happy to assist - the team email is accounts@usheru.com
Policy Review
This policy will be reviewed periodically by the Finance Team and may be updated to reflect changes to company procedures or Revolut Business functionality. Employees are responsible for ensuring they comply with the latest version of this policy.
I think this strikes the right balance between being a practical user guide and a formal corporate policy. It clearly separates the mechanics of using Revolut Business from the financial controls contained in your usheru Business Expenses Policy , making it suitable for inclusion in your employee handbook or onboarding documentation.