Designated Payer: What It Is, Why We Require It, and How It Works

What is a Designated Payer?
A Designated Payer is a trusted individual (an employee, contractor, or colleague) who is authorized to complete payment for promotional goods shipped to a specific country. This person acts as the local point of contact for the transaction in that delivery location.

Why Do We Require a Designated Payer for Each Delivery Country?
International tax laws and VAT regulations are country-specific. When goods cross borders, taxes (such as VAT, GST, or import duties) must be declared and paid in the country where the goods are delivered. Using a single central payment method (e.g., a company card from headquarters) often creates complex tax reporting, or compliance risks.

By assigning a Designated Payer in the delivery country, we ensure:

• Accurate local tax compliance – VAT is charged, collected, and reported correctly under local rules.
• Simplified accounting – A local transaction matches the local delivery, making it easier for your finance team to reconcile.
  
• Reduced risk for your business – Avoids penalties, audits, or delays due to mismatched tax jurisdictions.
• Support for distributed teams – Works seamlessly for global or remote teams ordering branded merchandise across multiple regions.

In short: It’s not about complicating the process—it’s about making tax compliance automatic, reliable, and audit-proof for your company.

How the Designated Payer Process Works

1. You create the order and assign a Designated Payer for each delivery country.
   
2. We send a secure payment link via email to the Designated Payer (only after the order is confirmed).
   
3. The Designated Payer completes payment using any accepted method (more below).
4. We fulfill and ship the order immediately upon payment confirmation.

Can I Use a Personal Credit Card?
Yes—absolutely.
Many teams use personal or department credit cards for convenience. You can:

• Pay with your personal or corporate credit card.
  
• Expense it later through your company’s reimbursement system.
• If you’re self-employed or a freelancer, simply add the cost to your next client invoice.
  
  Pro tip: Check with your manager or finance team first to confirm internal approval and reimbursement policies.
  
  How to choose a Designated Payer?‍
  

• Best for employees: Assign someone in the local office or region.
  
• Best for remote teams: Use a regional team lead, admin, or trusted contractor.
• Self-employed? You can be your own Designated Payer.

Still have questions?
Contact our support team at support@greenpromowear.com — we’re happy to guide you through setup or suggest best practices for your team.