Corporate credit card policy

Corporate credit card oath

It is the expectation that each corporate cardholder will act responsibly and in good faith, treating the possession and use of the credit card as a privilege not a right. Failure to spend company money within reason could result in privileges being revoked.

The defining attributes of a responsible cardholder include the following:

• Abiding by the How to Spend Company Money policy.

• Avoiding business-related purchases as an expense. Travel and one-time expenses such as individual travel meals, airfare, team dinner, etc. are allowable expenses to put on your corporate credit card. Business-related expenses such as software spend, hosting costs, prepayments for conference events, and other large or recurring expenses that are not individual or one-time expense in nature should follow the Purchasing Process.

• Reviewing and validating credit card transactions in a timely manner. If there is an unknown or suspicious charge(s), follow the Fraudulent Charges steps.

As a cardholder, you are the primary individual responsible for the card. You are ultimately responsible for all charges on your card including those by other staff members. Your responsibility to ensure the following:

• All charges incurred have a corresponding receipt with a description of the business expense to justify the purpose. If you have an executive assistant facilitating your reports please provide them with your receipts.

• Upload the receipts into Airbase in a timely manner

Fraudulent charges

If an erroneous or fraudulent charge is discovered on a corporate card, it is the staff member's responsibility whose name the card is under, to promptly and with urgency dispute the charge. Below are the steps to follow:

• If there is a fraudulent charge or charge that cannot be identified on a staff members corporate card, the staff member should immediately reach out to Finance at [email protected] to inform Finance of the suspicious charge(s) on your card.

• Submit a dispute inquiry with American Express or Airbase immediately and send a copy of the dispute to Finance at [email protected].

• Please follow all recommendations by American Express including terminating the existing card and reissuing a new card if this is required. Please keep the Finance team informed including what the resolution is with American Express or Airbase.