Sample Corporate Credit Card Policy

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Field	Value
Document Title	Corporate Credit Card Policy
Company	<Company Name>
Document Type	Corporate Credit Card Policy
Category	Perquisites & Programs
Policy Number	<Policy ID>
Version	<Version Number>
Effective Date	<Date>
Last Review Date	<Date>
Next Scheduled Review	<Date> (every <Number> months)
Policy Owner	Total Rewards, in partnership with Finance/AP and Travel & Expense
Policy Approver(s)	<Executive Title> (Finance), <Executive Title> (HR), <Executive Title> (Legal)
Geographic Scope	<Global/Region/Country>
Systems in Scope	<Expense System Name>, <Card Issuer Portal Name>
Related Policies	Travel & Expense Policy, Code of Conduct, Anti-Corruption/Anti-Bribery Policy, Delegation of Authority, Records Retention

Purpose and Objectives

Establish a clear, consistent framework for issuing and managing corporate credit cards at <Company Name>.
Enable efficient, controlled purchasing of business-related expenses while minimizing risk, fraud, and non-compliance.
Clarify roles, responsibilities, and required documentation for cardholders, approvers, and administrators.
Align card use with Total Rewards principles by supporting fair, compliant, and market-aligned perquisites and programs.
Ensure compliance with applicable laws in <Country> and other jurisdictions where <Company Name> operates, including tax, labor, privacy, and anti-bribery regulations.

Scope and Applicability

In Scope

All corporate credit, charge, purchasing, virtual, ghost, and fleet cards issued under <Company Name>’s central billing account with <Vendor Name>.
Employees, contractors, and directors who are authorized users of cards for company business in <Country> and other defined regions.
Card-related expense submission, coding, approval, reconciliation, and settlement activities in <Expense System Name>.
Controls governing travel and entertainment, low-value procurement, and subscription transactions made via corporate cards.

Out of Scope

Personal credit cards used for business reimbursements (covered by the Travel & Expense Policy).
Corporate debit cards, fuel cards managed by Fleet Operations, or procurement conducted through purchase orders in <ERP System Name>.
Corporate procurement cards reserved for Supply Chain-managed vendor payments unless explicitly noted here.
One-time cash advances, petty cash policies, and per diem rules (see Travel & Expense Policy).

Applicability

Applies to all eligible employees of <Company Name>, including full-time, part-time, and fixed-term, who meet eligibility criteria.
Contractors may be granted cards only under a written services agreement, with additional controls and sponsor accountability.
Certain provisions may vary by country due to local law; country addenda will govern in case of conflict.

Policy Overview and Principles

Business purpose only: Corporate cards are for legitimate company business expenses. Personal use is prohibited except where incidental and promptly repaid.
Compliance first: All usage must comply with anti-bribery, anti-corruption, trade sanctions, data privacy, tax, and labor regulations.
Prudent stewardship: Spend must be reasonable, necessary, and aligned to <Company Name>’s values and Delegation of Authority.
Documentation: Each transaction must have a clear business purpose, itemized receipt when required, and correct coding.
Timeliness: Transactions must be reconciled and approved within <Number> calendar days of posting.
Accountability: Cardholders and approvers are accountable for compliance; misuse may result in disciplinary action up to termination.

Eligibility and Card Types

Eligibility Criteria

Role requires frequent business travel or recurring business purchases.
Manager and Cost Center Owner approval.
Employment status in good standing; probationary status and performance concerns may preclude issuance.
Completion of mandatory training in <Learning System Name>.
Signed Cardholder Agreement and consent to payroll deduction where allowed by law and as permitted in <Country>.

Card Types

Card Type	Intended Users	Typical Monthly Limit	Key Use Cases
Standard Corporate Card	Employees with travel or occasional purchasing needs	<Amount>	Air, hotel, meals, taxis, conference fees
Premium Corporate Card	Executives and frequent travelers	<Amount> to <Amount>	Higher travel spend, client meals, international fees
Purchasing Card (P-Card)	Operations, Facilities, Marketing buyers	<Amount> per transaction, <Amount> monthly	Low-value, high-frequency purchases, subscriptions
Virtual/Ghost Card	Centralized teams (AP, Events, IT)	<Amount> per vendor	Recurring online vendors, bookings with MCC restrictions
Project-Specific Card	Approved project teams	<Amount> tied to budget	Time-bound project expenses with enhanced reporting

Credit Limits and Controls

Default limits are set by role tiering and may be reduced based on spend patterns or increased upon approved business justification.
Controls include per-transaction caps, daily and monthly limits, Merchant Category Code (MCC) blocks, geographic restrictions, and cash advance blocks.
Default MCC blocks include personal services, gambling, adult entertainment, tobacco, firearms, and gift cards, unless specifically approved for business necessity.
Single transaction limits for P-Cards are set at <Amount> with monthly caps of <Amount>; splitting purchases to circumvent limits is prohibited.
For travel cards, cash advances are disabled by default; exceptions require Finance approval with justification.
Foreign transactions are permitted for business travel; currency conversion fees may apply per issuer terms. Use of dynamic currency conversion is discouraged.

Issuance and Setup

Request and Approval Process

Employee requests a card via <Request Portal Name> citing business justification.
Manager approves and confirms budget alignment and ongoing need.
Finance/AP verifies eligibility, assigns appropriate card type and limits, and checks for duplicates.
Cardholder completes required training in <Learning System Name> and signs the Cardholder Agreement.
<Vendor Name> issues the card to the employee’s work address or via secure digital provisioning to <Mobile Wallet Name>.
Employee activates the card and sets a secure PIN where applicable.

Cardholder Agreement Acknowledgement

Cardholders must acknowledge:
- Business-only usage and prohibition of personal charges.
- Duty to safeguard card number and physical card.
- Consent to monitoring and audits of transactions.
- Obligation to submit receipts, code expenses, and reconcile timely.
- Understanding of consequences for misuse, including payroll deduction where lawful and previously consented.

Authorized and Prohibited Purchases

Authorized Purchases

Travel: airfare, hotel, ground transport, meals, parking, tolls.
Client engagement: meals and entertainment within T&E limits, conference registrations, small client gifts within <Amount> and permitted by anti-bribery policy.
Operations: office supplies, software subscriptions under <Amount> per month per vendor, minor equipment under <Amount> with IT approval.
Training and development: course fees, professional memberships where role-required and pre-approved.
Project expenses: as budgeted and coded to the correct project or work order.

Prohibited Purchases

Personal goods or services not directly tied to business purpose.
Cash withdrawals, money orders, cryptocurrencies, peer-to-peer transfers, or payroll advances.
Alcohol beyond <Percentage>% of the total meal cost or where prohibited by local policy or client rules.
Luxury items, first-class airfare, suite upgrades, or premium lounge memberships unless pre-approved and business-justified.
Fines, penalties, traffic tickets, parking violations.
Split transactions intended to bypass single-transaction limits.
Donations or political contributions unless approved under <Company Name>’s corporate giving policy.

Expense Documentation and Reconciliation

Itemized receipts are required for all transactions of <Amount> or greater, and for all lodging regardless of amount.
Receipts must show vendor name, date, itemized charges, tax, and total. Card slips alone are insufficient.
For meals, list attendees and business purpose; for client meals, include client company and project.
Upload receipts to <Expense System Name> and complete coding (GL account, cost center, project, tax) within <Number> days of transaction posting.
Per diem rules in <Country> apply; when per diem is used, card charges for meals may be disallowed or offset.
Missing receipt affidavits are limited to <Number> occurrences per rolling 12 months; repeated issues may result in suspension.

Approvals and Escalations

Managers review expense reports within <Number> days to confirm business purpose, reasonableness, and correct coding.
Secondary approval by Finance/AP may be required for exceptions, high-dollar transactions (above <Amount>), or restricted categories.
If a report is not submitted or approved within timelines, Finance may notify the cardholder and manager, suspend the card, and initiate repayment procedures.
Escalation path: Manager, Cost Center Owner, Finance/AP, HR, Internal Audit.

Tax Compliance and Regulatory Considerations

Value-Added Tax/GST: Capture VAT/GST invoices for recoverable tax jurisdictions; itemize lodging to separate room, taxes, and incidental charges.
Withholding tax: Certain jurisdictions may require withholding; code vendors accordingly in <ERP System Name>.
Anti-bribery: Gifts, hospitality, and facilitation payments to government officials are prohibited. Obtain Legal pre-approval for interactions involving public officials.
Fringe benefit taxation: Personal or non-deductible expenditures may be treated as taxable benefits in <Country>; Payroll will impute income as required.
Cross-border data transfer: Card and expense data may be processed in <Country> and transferred under approved mechanisms (e.g., SCCs) per privacy policy.

Fraud, Security, and Reporting Lost Cards

Keep the card and card number secure. Do not share card credentials via email or chat. Use approved virtual card solutions for shared needs.
Lost or stolen cards must be reported immediately to <Vendor Name> at <Phone Number> and to <Company Name> Card Administration at <Email Address>.
Suspected fraud must be reported within <Number> days of posting to preserve chargeback rights.
Cardholders must cooperate with investigations, provide statements, and complete any required remediation steps.
Finance reserves the right to suspend or cancel cards based on risk indicators, unusual spend patterns, or control breaches.

Personal Charges, Repayment, and Payroll Deductions

Personal charges are prohibited. If incurred inadvertently, the cardholder must identify them, annotate as personal in <Expense System Name>, and repay <Company Name> within <Number> days via approved methods.
Where permitted by law and with prior written authorization, <Company Name> may recover amounts owed via payroll deduction. In jurisdictions where payroll deduction is restricted, alternative repayment arrangements will be required.
Unreconciled balances or non-repayment may result in card suspension, collection actions, and disciplinary measures.

Travel and Entertainment Standards

Air travel: Book economy or equivalent class for flights under <Number> hours; premium economy permitted above <Number> hours with manager approval; business class requires executive approval and business necessity.
Lodging: Use preferred hotels negotiated by <Company Name> or rates under <Amount> per night excluding taxes in <City/Region>.
Meals: Reasonable limits of <Amount> per person for breakfast, <Amount> for lunch, and <Amount> for dinner, excluding tips and taxes. Gratuities up to <Percentage>% are reimbursable where customary.
Client entertainment: Must be modest, lawful, and pre-approved for amounts above <Amount>. No entertainment with public officials without Legal approval.
Group meals: The most senior <Company Name> employee present should pay to avoid duplicate charges and simplify reconciliation.
Travel booking: Use <Travel Management Company Name> and <Online Booking Tool Name> where available; personal loyalty programs may be used but cannot increase cost.

Vendor, Ghost, and Virtual Cards

Ghost and virtual cards are issued for centralized spend categories (e.g., air, lodging, events, SaaS subscriptions) and are restricted by MCC and vendor.
Owners must reconcile statements monthly, attach invoices, and ensure accurate allocation to projects and cost centers.
Subscription controls: Require documented business owner, renewal date, seat counts, and cancellation terms; create reminders <Number> days prior to renewal.
Vendor onboarding: Where a card is used in lieu of a purchase order, Procurement must confirm vendor acceptance, tax status, and data security requirements.

Suspension, Termination, and Offboarding

Causes for suspension include late reconciliations, repeated missing receipts, policy violations, and spend outside approved categories.
On termination of employment or role change, cards must be surrendered by the last working day; no further charges after termination date.
Finance will close the account upon offboarding and ensure all pending transactions are reconciled. Any outstanding balance must be repaid prior to final pay where lawful.
For leaves of absence exceeding <Number> days, Finance may suspend cards to reduce risk.

Exceptions and Waivers

Exceptions require written pre-approval by Finance/AP and, where applicable, Legal and Ethics & Compliance.
Document the business rationale, duration, financial impact, and compensating controls.
Standing exceptions must be reviewed at least annually or at the next policy review, whichever comes first.

Accounting, Systems, and Data Integration

Corporate card feeds from <Vendor Name> will be integrated daily into <Expense System Name> and posted to <ERP System Name> after approval.
Expense categories map to GL accounts maintained by Finance; changes require Finance master data governance approval.
Accruals will be posted for unsubmitted or unapproved expenses older than <Number> days after month end.
Statement settlement: <Company Name> operates on <Individual Pay/Company Pay> model. For Individual Pay, employees are responsible for timely payment. For Company Pay, Finance pays issuer directly and may recover amounts from employees when personal or unapproved.
Data retention: Transaction records and receipts will be retained for <Number> years or as required by law and audit policy.

Data Privacy, Monitoring, and Investigations

<Company Name> processes card and expense data to administer the program, prevent fraud, and comply with legal obligations.
Access is limited to authorized personnel in Finance, Total Rewards, Internal Audit, HR, and IT with a legitimate business need.
Monitoring may include automated controls, exception reporting, and periodic audits; employees will receive privacy notices as required in <Country>.
Suspected misconduct may be referred to Ethics & Compliance; investigations will follow due process and confidentiality requirements.

Roles and Responsibilities

Cardholder

Use the card only for approved business purposes.
Safeguard the card and account information.
Submit timely, accurate expense reports with receipts and business purpose.
Promptly report lost/stolen cards and suspected fraud.
Repay any personal or disallowed charges within <Number> days.

Manager/Approver

Verify business need when sponsoring card requests.
Review and approve expenses timely, ensuring accuracy and compliance.
Address exceptions, recurring issues, and coach cardholders as needed.

Total Rewards

Co-own policy governance where the card program intersects with perquisites and taxable benefits.
Advise on benefit taxation and employee impact in partnership with Payroll and Tax.
Coordinate policy alignment with broader rewards programs and global harmonization.

Finance/AP and T&E Administration

Set limits, MCC controls, and manage issuer relationships.
Reconcile statements, manage delinquency, and oversee settlement.
Maintain expense categories and GL mappings.
Provide training, communications, and user support.

Procurement/Sourcing

Align card usage with sourcing strategies and preferred supplier programs.
Approve P-Card and virtual card use cases in lieu of purchase orders.

Internal Audit and Ethics & Compliance

Conduct audits and monitor high-risk categories.
Investigate suspected fraud or policy violations and recommend corrective actions.

Payroll and Tax

Administer taxable benefit reporting and imputed income where required.
Coordinate repayment methods and deductions consistent with local law.

IT and Information Security

Approve technology purchases and subscriptions.
Enforce security standards for payment data and vendor solutions.

Implementation Guidelines

Phased Rollout

Assess current state of card usage, spend categories, and policy gaps across <Country/Region>.
Define card types, limits, MCC blocks, and approval workflows aligned to risk appetite.
Configure <Expense System Name> and <Vendor Name> with single sign-on, receipt capture, and mobile app.
Pilot with <Number> departments, measure compliance, and refine controls.
Roll out globally with country addenda and localized training.
Establish ongoing monitoring, KPIs, and quarterly governance reviews.

Training and Enablement

Mandatory e-learning covering policy highlights, documentation, fraud prevention, and anti-bribery rules.
Quick reference guides and FAQs hosted on <Intranet URL>.
Periodic refreshers and targeted coaching for high-risk categories.

Change Management

Stakeholder mapping across HR, Finance, Procurement, and business units.
Communications plan with executive sponsorship, launch emails, and manager toolkits.
Feedback channels via <Support Email> and office hours.

Review, Audit, and Continuous Improvement

Policy review at least annually or upon material regulatory or business changes.
Quarterly spend analytics to identify outliers, non-compliance, and savings opportunities.
Root-cause analysis for exceptions and corrective action plans.
Benchmarking against industry peers and issuers’ best practices.

Metrics and Reporting

Adoption: percentage of eligible employees with cards by function.
Compliance: on-time reconciliation rate target <Percentage>%.
Exceptions: missing receipt rate below <Percentage>% and policy violation rate below <Percentage>%.
Financial: spend under preferred suppliers above <Percentage>%, recoverable VAT/GST captured above <Percentage>%.
Risk: fraudulent transaction rate below <Percentage>% and average time to disable compromised cards under <Number> hours.

Legal Disclaimers

This policy is not a contract of employment and may be modified, suspended, or terminated by <Company Name> at any time, with or without notice, subject to applicable law.
In the event of conflict between this policy and local law, local law prevails. Country addenda supplement and, where necessary, supersede global provisions.
Payroll deductions for amounts owed will be implemented only where lawful and with required employee consents in <Country>.

Glossary

Cardholder: An authorized employee or contractor issued a corporate card.
Company Pay: The company pays the issuer directly for all charges, then recovers personal or disallowed amounts from the cardholder.
Individual Pay: The cardholder pays the issuer and seeks reimbursement for business charges.
MCC (Merchant Category Code): A four-digit code assigned to merchants by card networks, used to control and report spend.
P-Card: A purchasing card designed for low-value, high-frequency buys, often with MCC and transaction limits.
Virtual/Ghost Card: Card number not tied to a physical card, intended for recurring or centralized transactions.
Imputed Income: Taxable value assigned to an employee for certain non-deductible or personal benefit expenses.
Delegation of Authority: Policy that defines who may approve spend and at what thresholds.
Chargeback: Process to dispute a card transaction with the issuer.
Accrual: Accounting entry recognizing expenses incurred but not yet posted.

Version History and Approvals

Version	Effective Date	Summary of Changes	Prepared By	Reviewed By	Approved By
<1.0>	<Date>	Initial release	<Name, Title>	<Name, Title>	<Name, Title>
<1.1>	<Date>	Added virtual card controls and VAT guidance	<Name, Title>	<Name, Title>	<Name, Title>
<2.0>	<Date>	Global harmonization, new limits, payroll deduction language	<Name, Title>	<Name, Title>	<Name, Title>

Communication to Employees and Managers

Welcome to the <Company Name> Corporate Credit Card Program. This card is a tool to help you manage business expenses efficiently and responsibly. When you use your card, please keep three ideas in mind: business purpose, good judgment, and timely documentation.

Your card is for company business only. That means travel, client meetings, conferences, and essential purchases for your role are appropriate. Personal purchases are not allowed. If you accidentally use the card for a personal charge, mark it as personal in <Expense System Name> and repay <Company Name> within <Number> days. We understand mistakes can happen; being transparent and fixing them quickly is what matters.

Please keep receipts for all charges of <Amount> or more and for all hotel stays. Capture a clear photo in the mobile app and add a short business purpose. For meals, list who attended and why you met. This helps us meet tax rules and makes audits painless.

Submit your expense report within <Number> days after your trip or purchase. Your manager will review and approve it promptly. If you are a manager, thank you for reviewing carefully. Your approval confirms the spend was reasonable, supported, and coded to the right project or cost center.

We set limits and merchant category controls to protect you and the company. If your work requires higher limits or special permissions, ask your manager to sponsor a change before you spend. Never split a purchase to get around limits. If you’re unsure whether something is allowed, check the policy on <Intranet URL> or contact <Support Email>.

Travel smart. Book economy class by default, use our preferred hotels, and stay within meal guidelines. Modest client entertainment is allowed when it serves a clear business purpose and complies with anti-bribery rules. If government officials are involved, always contact Legal first.

If your card is lost, stolen, or you see a suspicious charge, call <Vendor Name> at <Phone Number> and notify <Company Name> Card Administration at <Email Address> right away. The faster you act, the easier it is to resolve.

We respect your privacy and handle card data responsibly. We do monitor for unusual activity and follow up when needed to keep everyone safe and compliant. If we identify a problem, we’ll work with you and your manager to resolve it.

Thank you for using the card wisely. Your attention to these guidelines saves time, reduces costs, and protects <Company Name>. If you have questions, visit <Intranet URL> for FAQs and quick guides, or reach out to <Support Email>.

Document Information:

Document Type: Corporate Credit Card Policy
Category: Perquisites & Programs
Generated: August 28, 2025
Status: Sample Template
Next Review: <Insert Review Date>

Usage Instructions:

Replace all text in angle brackets < > with your company-specific information
Review all sections for applicability to your organization
Customize content to reflect your company's policies and local regulations
Have legal and HR leadership review before implementation
Update document header with your company's version control information
At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.