credit card policy

JKlink

Does any one have a policy or agreement form for employee(s) who uses the company credit card? If you can share, please send to [email]bjklink@accessus.net[/email]

Thanks!

marc

I jsut completed a very rough draft. It still needs some work but perhaps this will give you a starting point.

The need for cards varies but is generally necessary to conduct certain aspects of our business. The cards are under the control of management team members whose spending authority exceeds the limits on the cards. The cards usage should be limited to the following:

• Reserving motel/hotel facilities for out-of-town business and training;
• Internet Airline Reservations;
• Rental Car when out of town (internet reservations allowed);
• Purchase of technology items from internet vendors;
• Certain program supplies for fund development activities (such as Once Upon A Time) when the amounts are not known in advance;
• Entertainment for Donor activities (meals and such);
• Emergency purposes when the time to write a check cannot be taken or when check signers are not available in the necessary time frame; and
• Such other Cabinet business purposes as approved by the Executive Director.
• Usage for personal expenses is prohibited.

Procedures

• Expenditures must be documented on the Company’s expense forms (see attached sample).
• When the transaction is completed, the form and supporting documents, such as receipts and vendor invoices, are given to the accounting department and held in a temporary file until the credit card statement arrives.
• The expense forms are matched to the credit card invoice.
• Any discrepancies are resolved with the designated card holder.
• When transactional supporting documents are missing, accounts payable will notify the Executive Director and the Finance Department.
• The cards do not allow cash advance and are limited by policy to only be used for Company business.
• Abuse of the cards and/or not providing supporting documentation may lead to disciplinary action, up to and including termination. This action may also involve suspension of credit card privileges.