Credit Card &Expenses Policy

Credit Card & Expenses Policy

Last Reviewed: 06/01/2026

Next Review Date: 06/01/2029

1. Purpose

This policy sets out the rules and procedures governing the use of company credit cards and the reimbursement of business expenses. It applies to all employees issued with a company credit card or claiming expenses on behalf of the Company.

2. General Principles

Company credit cards must be used for business purposes only.

Cardholders are personally responsible for the appropriate use and safekeeping of their card.

Any loss or theft of a company credit card must be reported immediately to the Finance Manager and the card provider. 

3. Permitted Use

Company credit cards may be used for legitimate business expenses, including but not limited to:

• Travel and accommodation

• Meals while travelling on business

• Business equipment and parts

• Office supplies

• Online services, software, and subscriptions

• Training, conferences, and professional services

• Other operational costs where card payment is the most practical method.

4. Prohibited Use

Company credit cards must not be used for: 

• Personal purchases

• Cash withdrawals or ATM transactions

• Splitting purchases to avoid approval limits.

5. Approval Requirements

Single-purchase limits and overall monthly card limits are set according to business need and cardholder role.  

Any single purchase in excess of £500 must be approved in advance by the Finance Manager (or Director where appropriate). Where such approval is given, the relevant card limit may be temporarily increased to permit the purchase.  

Significant or non-routine expenditure may also be subject to review and approval by the Director. 

Individual card spending limits may be set by the Finance Manager or Director according to business need and cardholder role. 

Expenses incurred by the Director are reviewed and approved by the Finance Manager. 

The Finance Manager may make routine business purchases within the authorised card limit set for that role without separate approval. Any expenses incurred by the Finance Manager which exceed £500, or are significant, unusual, or non-routine, must be reviewed and approved by the Director. 

6. Receipts and Record-Keeping

Cardholders must:

• Obtain itemised receipts for all transactions

• Provide a valid VAT receipt where VAT is charged

• Record a clear business explanation for each transaction, including the purpose of the expense and client or project details where relevant 

• Upload receipts promptly to Xero

Where a receipt cannot be provided, the employee must give a written explanation.   

7. Expense Claims (Personal Funds)

Where employees use personal funds for business expenses:

• Pre-approval is required before incurring the expense, unless the cost arises from an emergency or exceptional circumstance 

• Claims must be supported by valid receipts

• Claims should be submitted within one month of the expense being incurred

• The same documentation and approval requirements apply as for credit card transactions

Where a receipt cannot be provided, the employee must provide a written explanation and, where possible, another form of supporting evidence. Reimbursement or approval may be refused.  

8. Monitoring 

All credit card transactions and expense claims are reviewed through Xero as part of routine financial controls. 

The Finance Manager reviews, approves and reconciles expenses monthly.

Senior management oversight is applied where appropriate.

Any misuse of a company credit card may result in disciplinary action and/or withdrawal of company credit card privileges.

9. Review

This policy will be reviewed every three years, or sooner if necessary.

Joe Charlesworth

Director - Highway Data Systems Ltd