Employee Credit Card Agreement Template: Card Use and Repayment

Employee Credit Card Agreement Template

This Employee Credit Card Agreement is made on [Date] by and between:

Employer: [Company Name]

Address: [Address]

Employee: [Employee Full Name]

Address: [Address]

1. Card Issuance

The Employer agrees to issue a company credit card to the Employee for approved business purposes.

Cardholder Name: [Employee Full Name]

Department: [Department Name]

Job Title: [Job Title]

Card Issuer or Program Name: [Bank or Card Program]

Last Four Digits of Card Number: [XXXX]

2. Business Purpose

The Employee may use the company credit card only for authorized business expenses related to the Employee’s job duties.

Approved uses may include:

[Travel expenses]

[Client-related business expenses]

[Office or project purchases]

[Approved subscriptions or services]

[Other authorized business expenses]

3. Prohibited Use

The Employee may not use the company credit card for:

personal expenses;

cash advances, unless specifically approved;

unapproved travel, meals, or entertainment;

purchases that violate company policy;

split transactions intended to avoid approval limits;

any unlawful or non-business purpose.

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

4. Spending Limits

The following limits apply to card use:

Single Purchase Limit: [$Amount]

Monthly Limit: [$Amount]

Other Limit or Restriction: [Describe]

The following expenses require prior approval:

[Expense category or threshold]

[Expense category or threshold]

Approval must be obtained from: [Manager / Finance / Other]

5. Receipts and Expense Reporting

The Employee must keep complete and accurate records for all card transactions.

The Employee shall provide:

☐ itemized receipts

☐ invoices

☐ business purpose descriptions

☐ expense reports

☐ approval records, if required

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

6. Unauthorized Charges and Repayment

If the Employee makes an unauthorized, personal, or unsupported charge, the Employee agrees to repay the Employer for that amount to the extent allowed by law.

Repayment may be handled as follows:

☐ direct payment by the Employee

☐ payroll deduction, if separately authorized and permitted by law

☐ reimbursement on demand

☐ other: [Describe]

Repayment shall be made within [Number] days after notice from the Employer, unless otherwise agreed in writing.

7. Lost Card or Suspected Misuse

If the card is lost, stolen, or suspected of unauthorized use, the Employee must immediately notify:

[Card Issuer]

[Supervisor]

[Finance or Accounting Department]

The Employee agrees to cooperate with any internal review, card dispute process, or reporting requirement related to such use.

8. Return of Card

The Employee must return the company credit card immediately upon:

termination of employment;

change in position affecting card eligibility;

company request;

policy violation;

replacement or cancellation of the card.

The Employee must also return or account for any related records, receipts, or company property connected to card use.

9. Compliance with Company Policy

The Employee agrees to follow all applicable company policies related to expenses, travel, reimbursement, approvals, recordkeeping, confidentiality, and business conduct.

If this Agreement conflicts with a mandatory company policy, the stricter rule shall apply to the extent allowed by law.

10. No Personal Ownership

The company credit card remains the property of the Employer at all times.

This Agreement does not give the Employee any ownership interest in the card, credit account, or related spending authority beyond what is expressly permitted by the Employer.

11. Governing Law

This Agreement shall be governed by the laws of the state of [State].

12. Entire Agreement

This Agreement contains the full understanding between the Employer and the Employee regarding the use of the company credit card and replaces prior discussions on that subject, unless otherwise stated in writing.

13. Signatures

Employer Signature: __________________________

Name: [Authorized Representative Full Name]

Title: [Job Title]

Date: [Date]

Employee Signature: __________________________

Name: [Employee Full Name]

Date: [Date]