How to Handle a Fraudulent Expense

If you notice a fraudulent charge on your church credit card, here’s what you need to do right away:

1.Report the fraudulent charge

• Call the number on the back of your credit card immediately to report the fraudulent purchase(s).
• myXP cannot handle this process for you—we have no standing with your credit card company.
• Make sure the bank issues a replacement card for you right away.

2.Let myXP know a new card was ordered

• Since we need to reconnect the card in Zoho & QuickBooks Online, someone from your church with Basecamp access must submit the Additional Credit Card Form (see related links below) and inform us that a new card was ordered due to fraud.

3.Grant myXP access to the new card

• Once the new card arrives, we will need authorization through Chase to access it (see related links below).
• Without access, we cannot see or manage the new card in our system.

4.Submit both the fraudulent charge and the bank’s refund

• Even if you catch and report the fraudulent charge quickly, it will still download into your Zoho account because the transaction initially took place.
• The bank will issue a refund transaction, which will also download into Zoho.
• Both the fraudulent charge and the refund must be submitted.
• All transactions on your credit card—even fraudulent ones—must be submitted to ensure accuracy.

5.Categorizing fraudulent charges and refunds

• The category you choose doesn’t matter unless your church has a specific one for these situations.
• The most important thing is that both the fraudulent charge and the refund are submitted under the same category so they cancel each other out.

6.Update recurring vendors with your new card number

• Review previous Zoho Expense reports to check for any recurring vendors and update them with your new credit card number once it arrives.

Taking these steps will ensure everything is properly reported and your new card is set up without delays. Let us know if you have any questions!