Corporate Credit Card Policy Template: Spending Rules Guide

Corporate Credit Card Policy Template

Company Name: [Company Name]

Policy Effective Date: [Date]

Policy Reference Number: [Reference Number, if applicable]

Department Responsible: [Finance / Accounting / HR / Other]

1. Purpose

This Corporate Credit Card Policy establishes the rules for issuing and using company credit cards for authorized business expenses.

The purpose of this policy is to support legitimate business spending, maintain accurate records, and reduce the risk of unauthorized or improper charges.

2. Scope

This policy applies to:

☐ employees issued a company credit card

☐ managers or supervisors who approve charges

☐ finance or accounting personnel who review statements

☐ other authorized users: [Describe]

3. Card Issuance

A company credit card may be issued only with approval from:

[Finance Department / Manager / Executive / Other]

Each issued card shall be assigned to:

☐ an individual employee

☐ a department

☐ a shared business function under approved control

Cardholder Name: [Name, if applicable]

Job Title: [Job Title]

Department: [Department]

4. Permitted Business Use

Company credit cards may be used only for authorized business expenses, including:

[Travel expenses]

[Client-related business expenses]

[Office supplies]

[Approved subscriptions or software]

[Approved vendor purchases]

[Other business-related expenses]

All purchases must be reasonable, necessary, and connected to company business.

5. Prohibited Use

Company credit cards may not be used for:

personal expenses;

cash advances, unless specifically approved;

unapproved travel or entertainment;

alcohol, gifts, or meals not allowed by company policy;

split purchases made to avoid approval limits;

any unlawful, fraudulent, or non-business purpose.

Any unauthorized charge may become the personal responsibility of the cardholder.

6. Spending Limits and Approvals

The following limits or approval rules apply:

Single Purchase Limit: [$Amount]

Monthly Limit: [$Amount]

Department Limit, if applicable: [$Amount]

The following purchases require prior approval:

[Travel over a certain amount]

[Technology purchases]

[Recurring charges]

[Other specified expenses]

Approval must be obtained from: [Name / Title / Department]

7. Receipts and Expense Reporting

The cardholder must keep complete and accurate records of all card transactions.

The cardholder shall submit:

☐ itemized receipts

☐ invoices

☐ business purpose description

☐ expense report

☐ approval documentation, if required

All documents must be submitted within [Number] days after the purchase or statement date.

8. Review and Reconciliation

Finance, accounting, or the designated reviewer will review charges for accuracy, policy compliance, and supporting documentation.

If a transaction is unclear, the cardholder must provide additional explanation or records within [Number] days of request.

9. Lost Cards and Unauthorized Charges

If a company credit card is lost, stolen, or suspected of unauthorized use, the cardholder must immediately notify:

[Card Issuer]

[Finance Department]

[Supervisor / Manager]

The cardholder must also cooperate with any internal review, dispute process, or reporting requirement related to the unauthorized charge.

10. Repayment and Misuse

If a cardholder makes an unauthorized or personal charge, the company may require prompt repayment to the extent allowed by law and company policy.

Misuse of a company credit card may result in:

card suspension or cancellation;

loss of card privileges;

disciplinary action;

repayment obligations;

other action allowed by company policy or law.

11. Return of Card

The cardholder must return the company credit card upon:

termination of employment;

change in position affecting card eligibility;

company request;

policy violation;

replacement or cancellation of the card.

12. Policy Changes

The company may update this policy from time to time. Continued use of the company credit card after notice of changes may be treated as acceptance of the updated policy, to the extent allowed by law and company rules.

13. Acknowledgment

I acknowledge that I have received, read, and understood this Corporate Credit Card Policy. I agree to use the company credit card only for authorized business purposes and to follow all related rules, reporting requirements, and approval procedures.

Cardholder Signature: __________________________

Name: [Full Name]

Date: [Date]

Manager Signature: __________________________

Name: [Full Name]

Title: [Job Title]

Date: [Date]

Finance Representative Signature: __________________________

Name: [Full Name]

Title: [Job Title]

Date: [Date]