Next User Type: Admin
As an admin, you can automatically freeze cards with incomplete transactions after a certain time period has passed or on a specific date of the month. If the transactions are still incomplete after an additional seven days, all cards on the user's account are frozen. A user's account will unfreeze if one of the following occurs:
The user completes all past-due transactions
Approvers approve all past-due transactions
An admin locks all past-due transactions
An admin manually unfreezes the user's account
This setting is managed from the Policies page. All settings in a policy apply to all budgets where that policy has been assigned. When you activate the “Automatically Freeze Cards” in a policy, the software begins track transactions to determine when cards automatically freeze. For example, if you enable the Freeze cards option to freeze cards after 7 days on June 12, cards associated with the policy will not freeze until June 19 at the earliest. However, if you add a new budget to an existing policy that already has the Freeze cards option enabled, the policy looks back 45 calendar days for incomplete transactions that may cause cards to be automatically frozen.
If the Freeze card option is enabled, cardholders receive an email notification to allow them to complete transactions within three days before their card is frozen. They also can view an item in their To Do list that displays the number of transactions that need to be completed.
Users can view frozen cards from their Cards page. Any frozen cards are automatically unfrozen once transactions are complete and approved (if necessary). Cardholders receive an email notification when a card is unfrozen.
Notes:
If an admin manually unfreezes a user account or card, the account and/or card(s) remain unfrozen for three days with incomplete transactions. If there are still incomplete transactions after three days, the associated account and/or card will revert to frozen status again.
If you select the option to freeze cards after 7, 14, or 30 days, this indicates that cards with incomplete transactions in associated budgets are frozen after the selected number of calendar dates, not business dates, have passed since the transaction was made.
You cannot assign an Automatically freeze cards policy to a custom-limit card
Automatically freeze cards from a web browser
In the Navigation Menu, select Policies
In the Guidelines section, select Automatically freeze cards
Select New policy
To edit an existing policy, select the Options (three dots) icon for the policy and select Edit policy
Enter a name for your policy
Select the option that defines the time frame when cards with incomplete transactions are frozen:
After 7, 14, or 30 days: Cards with incomplete transactions in associated budgets are frozen after the selected number of calendar dates have passed since the transaction was made
On a specific day: All cards with incomplete transactions in associated budgets are frozen on the selected date of the subsequent month. For example, if you select the 15th, all cards with incomplete transactions occurring between January 1-31 will freeze on February 15th.
If you selected the On a specific day option, select your date from the calendar
You can select any day of the month from the 3rd to the 28th
To exempt specific users from the auto-freeze rules, enter the user names in the Exempt users field
Select each user's name when it displays in the search results
Select Save policy
Assign the policy to a budget
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