This policy applies to all employees who have been issued a company credit card. Business credit cards help track and process company expenses, prevent fraud, and improve payment efficiency. Employees who hold company credit cards must use them properly and know their limitations and responsibilities and sign a copy of the policy.

Purchases - You may purchase items and services that have a valid business purpose and are within the budget of your company or department. You must not use the company credit card for non-authorized, personal expenses, cash withdrawals, alcohol for consumption, drugs, weapons, pornography, or other adult entertainment. Please protect your card at all times to prevent unauthorized use.

Documentation - Obtain and submit documentation required for each transaction separately within three days of the purchase date following the Receipt/Invoice Submission Procedure document that can be found in the Credit Card Holder’s Team in Basecamp. Please ensure that you have valid documentation for all transactions regardless of the dollar amount. If required documentation is lost, or documentation is not provided, contact the merchant directly to request it. If the required documentation cannot be obtained, a missing receipt form must be submitted to accounting within five days of the transaction date. No more than three missing receipt forms are acceptable per cardholder. A fourth lost receipt is grounds for the removal of the employee’s credit card.

Card Limit - The credit card limit depends on your seniority level, your department, and the frequency or type of the expenses you incur. Please refer to the documentation included when you received your card. If you believe you need an increase on the limit, please contact the accounting department with a written request in the form of a To Do in Basecamp.

Lost or Stolen Card - It is your responsibility to immediately notify the bank that the card has been lost or stolen using the number on the back of the card. You are liable for all transactions made to a lost or stolen card until it is reported. Fraudulent charges should be disputed with the bank directly, in most cases, the bank will make an effort to recoup the charges and credit the expense back to the cardholder.

All required documentation should be emailed to billing.sunwater@app.hubdoc.com for SunWater Spa with appropriate notes.

Updated 6/21/21