Company Credit Card Usage Policy

Purpose and Scope

This policy outlines the guidelines for the use of company credit Cards. It establishes the parameters for eligible expenses, cardholder responsibilities, and the company’s expectations regarding card usage. The policy applies to all employees issued a company credit card, regardless of their position or level within the organization.

Eligible Expenses
Company credit cards are intended for business-related expenses exclusively. Permissible expenditures include, but are not limited to:

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  • Travel expenses (airfare, lodging, ground transportation)
  • Client entertainment and meals
  • Conference and seminar fees
  • Office supplies and equipment
  • Professional services
  • Marketing and advertising costs
  • Company Credit Card Policy Template - Free Download - Easy Legal Docs
    Company Credit Card Policy Template – Free Download – Easy Legal Docs

    Any expenses deemed personal in nature are strictly prohibited.

    Cardholder Responsibilities
    Cardholders are accountable for the appropriate use of their company credit card. Key responsibilities include:

  • Utilizing the card solely for authorized business expenses.
  • Safeguarding the credit card and Reporting any loss or theft immediately.
  • Submitting accurate and complete expense reports within the specified timeframe.
  • Adhering to established credit limits.
  • Complying with all applicable laws, regulations, and company policies.
  • Expense Reporting and Reimbursement
    Cardholders must submit detailed expense reports for all charges incurred. Reports should include itemized receipts, dates, vendors, and expense categories. Reimbursement will be processed according to the company’s reimbursement policy.

    Unauthorized Use and Disciplinary Action
    The misuse of a company credit card constitutes a serious violation of company policy. Actions such as personal use, fraudulent charges, or exceeding credit limits will result in disciplinary action, up to and including termination of employment.

    Cardholder Termination or Transfer
    Upon termination of employment or transfer to a position without credit card privileges, the cardholder must return the company credit card promptly. Any outstanding charges will be the responsibility of the former cardholder.

    Conclusion
    The company credit card is a privilege extended to employees for business purposes. Adherence to this policy is essential for maintaining financial control and preventing fraud. By following these guidelines, employees contribute to the company’s overall financial health.

    FAQs
    1. Can I use my company credit card for cash advances?
    No, cash advances are strictly prohibited under this policy.

    2. What happens if I lose my company credit card?
    Immediately report the lost or stolen card to the designated department or card issuer. You are responsible for any unauthorized charges incurred before the card is reported missing.

    3. How long do I have to submit expense reports?
    Expense reports must be submitted within [specify timeframe] of the expense date.

    4. Can I use my company credit card for personal purchases and reimburse the company later?
    No, personal purchases are strictly prohibited. Only business-related expenses are allowed.

    5. What if I disagree with a charge on my company credit card statement?
    Contact the appropriate department within the company to dispute the charge. Provide necessary documentation to support your claim.

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