Grant Compliance

Violations caught before they happen

Restricted fund mischarges don't start as fraud. They start as a miscoded transaction that nobody caught until the annual audit. KleerCard is the layer between the card swipe and the ledger entry.

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The Problem

How violations happen in well-run organizations

Most restricted-fund violations are not intentional. They're the result of manual processes, ambiguous instructions, and month-end reconciliation that's too late to fix anything.

Wrong grant code at point of purchase
A staff member uses the wrong card or manually enters the wrong code. The transaction posts to the incorrect fund. Nobody notices until the annual audit or grant closeout report.
Spreadsheet coding errors at month-end
Staff export transaction data, assign grant codes in a spreadsheet, and re-import. A single copy-paste error or misread abbreviation can mislabel dozens of transactions across funds.
Commingled purchases on shared cards
Organizations using one or two corporate cards for all programs have no mechanical way to prevent restricted-fund purchases from reaching the wrong account. Policy alone isn't enforcement.
Grant period overspending
A grant expires June 30. A charge posts July 2 on a card that was never deactivated. That's a restricted-fund violation regardless of how legitimate the purchase was.
The Prevention Mechanism

Policy embedded in the card, not the policy manual

KleerCard turns your grant compliance rules into enforcement logic at the card level. The policy travels with the card wherever it's used.

01
Card carries grant assignment
Each card is assigned to exactly one grant, program, or cost center before it's issued. The assignment can't be changed at the point of purchase.
02
Merchant-category controls apply automatically
Purchases at merchant categories outside the card's policy are either blocked or flagged, depending on the enforcement mode you chose during setup.
03
Grant coding happens at authorization
When the charge is authorized, KleerCard writes the grant code, program code, and timestamp to the transaction record. No staff action needed.
Controls and Policies

What you can configure

Every card in KleerCard carries a policy profile you define. These are the controls available on the Essentials and Organization tiers.

Merchant Category Controls
Block or restrict purchases to a defined list of merchant category codes (MCCs). Set per-card or per-program.
Spending Limits
Per-transaction and monthly limits that enforce grant budget constraints automatically, without relying on staff judgment.
Grant Period Enforcement
Set active and expiration dates on each card. Cards tied to grants with end dates are automatically deactivated when the grant period closes.
Violation Alerts
Attempted policy violations generate immediate alerts to your finance director. You choose: block the transaction, or flag and allow with a required explanation.
Cardholder Roles
Assign cards to individual staff members with role-level permissions. Finance admins can review, adjust, and approve across all cards.
Audit Trail
Every policy enforcement event, override, and alert is logged with a timestamp and user ID. Auditors can query the full history of compliance actions.
Reporting Preview

What your auditor receives

KleerCard audit exports include grant code, program code, merchant name, merchant category, amount, and authorization timestamp for every transaction, grouped and filterable by fund.

Exports are available in PDF (narrative + table), CSV (raw data), and QuickBooks/Xero sync format on all paid plans.

Grant code and program code on every line item

Merchant category code and merchant name

Cardholder name and authorization timestamp

Policy enforcement log showing blocked and flagged attempts

Running grant balance with each transaction period

Audit Export - Youth Services Grant
Program supplies - Office Depot
MCC 5943 - 2026-03-12 - Coded OK
$142.00
Transportation - Lyft Business
MCC 4121 - 2026-03-15 - Coded OK
$27.50
Restaurant purchase - blocked
MCC 5812 - 2026-03-16 - Policy Blocked
$0.00
Training materials - Amazon
MCC 5999 - 2026-03-18 - Coded OK
$89.00
Questions

Compliance FAQ

Get Started

Stop finding violations at audit time

Request early access and we will configure your first grant cards before your next reconciliation cycle.

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