This REEP Credit Card Policy outlines the guidelines and expectations for the responsible use of company-issued credit cards. All cardholders are expected to adhere to these guidelines to ensure efficient and compliant financial management. Failure to comply with this policy may result in card deactivation and disciplinary actions including termination.

Every individual issued a company credit card is solely responsible for all transactions made on their card. It is the cardholder's responsibility to ensure that all expenditures charged to the card are legitimate business expenses and compliant with company policies.

Cardholders are required to submit receipts or invoices for all credit card transactions within 14 days of the transaction date. Receipts or invoices must be legible, itemized, and clearly show the details of the purchase, including the vendor's name, date of purchase, items purchased, and the total amount.

For each transaction, cardholders must accurately code the General Ledger (GL) code and specify the location or project associated with the expenditure. This information is crucial for proper expense allocation and financial reporting.

Receipts, invoices, and coding details must be submitted promptly. Failure to submit the required documentation within the specified 14-day timeframe may result in card deactivation until compliance is achieved.

Cardholders must maintain the confidentiality of their credit card information at all times. Sharing card details or allowing others to use the card for any purpose, personal or otherwise, is strictly prohibited.

Cardholders must take all necessary precautions to safeguard their credit card, including but not limited to:

• Not writing down the card number, PIN, or security codes.
• Not leaving the card unattended or visible to unauthorized personnel.
• Reporting lost or stolen cards immediately to the finance department and card issuer.

All travel expenses incurred using company credit cards must be reasonable and directly related to the business purpose of the trip. Employees are expected to exercise prudence and discretion when making travel-related purchases. It is strictly prohibited to purchase first-class or premium-class travel tickets using a company credit card, except in cases where prior written approval from a designated authority has been obtained for specific business reasons.

Cardholders are responsible for promptly reviewing their monthly credit card statements and reporting any discrepancies or unauthorized charges to the finance department. Timely reporting is crucial for resolving disputes with the card issuer.

Misuse of the company credit card or failure to comply with this policy may result in disciplinary action, including but not limited to card deactivation, reimbursement of unauthorized expenses, termination, and other appropriate consequences.

Upon termination of employment or transfer to a different role within the company, cardholders must return their credit card to the finance department or their supervisor immediately. Failure to do so may result in further actions.

This REEP Credit Card Policy will be reviewed periodically to ensure its effectiveness and relevance. Updates may be made as necessary to align with changing business needs and regulatory requirements. Any updates made after the signing of this agreement will be applicable to the cardholder who has signed this agreement.

By accepting a company-issued credit card, cardholders acknowledge their understanding and agreement to comply with this REEP Credit Card Policy.

Failure to adhere to this policy may have financial and disciplinary consequences, up to and including termination of employment. If you have any questions or require clarification regarding this policy, please contact the finance department.