And like any tool, it requires clear rules, controls, and governance before it turns into a labor liability or, worse, a reputational crisis.
In a context of increased mobility and fragmented expenses, companies that offer corporate cards, transportation apps, and similar conveniences must pay attention to a key point: without a formal internal policy, any operational advantage can quickly become a labor risk. The absence of objective rules opens the door to opportunistic interpretations, misuse, misaligned expectations, and even allegations of disguised compensation, among other claims.
Moreover, when no written policy exists, the company loses strength in enforcing disciplinary measures. Termination for cause, which requires solid evidence and proof that the employee was previously informed of the rules, becomes considerably harder to sustain. Without a formal policy, any disciplinary action becomes vulnerable to reversal, increasing costs, legal exposure, and internal friction.
For that reason, beyond simply providing work tools, companies must adopt clear policies, including eligibility criteria, financial limits, permitted uses, proof-of-expense requirements, and audit mechanisms. Ideally, these guidelines should be included in the internal regulations or a dedicated corporate policy, with express acknowledgment by employees and reinforcement through periodic training. This is not bureaucracy; it is governance. It aligns expectations, reduces ambiguity, and prevents conflicts.
Ignoring this issue comes at a cost. Companies without a spending policy are often caught off guard by internal audits, anonymous reports, or lawsuits questioning unusual or excessive expenses. In such cases, the lack of regulation weakens any defense and undermines internal trust.
Reviewing or implementing policies for corporate cards, mobility expenses, and reimbursements is now one of the simplest, least expensive, and most effective ways to strengthen labor and reputational compliance. These internal adjustments reduce litigation, prevent distortions, and reinforce a culture of responsibility. Companies that treat this topic seriously position themselves ahead of risks and create safer, more predictable, and more professional environments in which to grow.
