HTA Company Credit Card Agreement


Company Credit Card Agreement Template:

Introduction.

Businesses use company credit cards to manage small to medium-size expenses relating to the maintenance and development of the company. Due to the financial implications and risks associated with company credit cards, Hope Training Academy created this policy to clearly define the protocols, limitations, and conditions of use.

Purpose.

The purpose of this company credit card policy is to (a) outline the eligibility and authorization procedures, (b) state the terms and conditions of the company credit card, (c) define the limitations and exceptions, and (d) to explain the card violations and disciplinary action process.

Scope.

This policy applies to all Hope Training Academy employees that are authorized to use the company credit card.

Authorization.

The Hope Training Academy credit card is only available to authorized personnel, namely the Executive Director, IT Systems and Development Manager, and Office Manager. Both the Executive Director and IT Systems and Development Manager reserve the right to release the company credit card to any Hope Training Academy employee(s), depending on the circumstances, necessary documentation, and company-related expenses.

Conditions of Use.

  • Hope Training Academy reserves the right to release and withdraw the company credit card any time, with or without cause.
  • The Hope Training Academy credit card should only be used for ordering high school transcripts and equivalencies.
  • The company credit card cannot be used to receive cash advances, bank checks, traveler's checks, and/or electronic cash transfers.
  • An employee in possession of the company credit card must take full responsibility for all purchases made on the card.
  • An employee in possession of the company credit card is prohibited from giving the card to unauthorized individuals and/or employees, including fellow Hope Training Academy employees.
  • The Hope Training Academy credit card can not be used for personal expenses.
  • Hope Training Academy IT Systems and Development Manager and/or Executive Director reserves the right to view monthly credit card statements, with or without cause.
  • Violation of this policy can lead to disciplinary action, up to and including termination.

 

Disputed Transactions.

In the event that an employee disputes a charge made on the company credit card while in his/her possession, the issue must be brought to management's attention immediately. All disputed transactions must be resolved by the supplier, finance department, and bank. It is the cardholder's responsibility to obtain and file all proof of payment documentation with the finance department.

Disciplinary Action.

If an employee violates the terms and conditions of this policy, he/she will be subject to disciplinary action, up to and including termination. Violations of this policy include:

  • Using the company credit card for personal, illegal, and/or unauthorized expenses.
  • Failure to complete an Employee Credit Card Application and/or an Employee Credit Card Agreement before using the card.
  • Giving the company credit card to unauthorized personnel without notifying management.
  • Failure to report expenses in a timely manner.

 

Depending on the severity and frequency of each employee's policy violation, he/she could face a written warning, possible suspension, and/or termination. Each violation must be thoroughly investigated by the finance department and human resource (HR) department.

 

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Document name: HTA Company Credit Card Agreement
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November 18, 2020 1:26 pm ESTHTA Company Credit Card Agreement Uploaded by Austin Scholl - austinscholl@hopetrainingacademy.org IP 108.71.211.155
November 18, 2020 1:29 pm ESTSarah Zike - sarah@hopetrainingacademy.org added by Austin Scholl - austinscholl@hopetrainingacademy.org as a CC'd Recipient Ip: 108.71.211.155
November 18, 2020 1:29 pm ESTHTA Documentation - documentation@hopetrainingacademy.org added by Austin Scholl - austinscholl@hopetrainingacademy.org as a CC'd Recipient Ip: 108.71.211.155