I. OVERVIEW
This Corporate Credit Card Policy sets forth the Company guidelines that will be applied to all
employees who are issued a corporate credit card. This policy conveys company expectations
and procedures for the issuance, application, use, safeguarding, payment, and termination of the
corporate credit card issued to Blue42 Agency's employees. This policy will be effective as of
August 23, 2018. Cardholders and their supervisors are responsible for ensuring that they adhere
to this Corporate Credit Card Policy, thereby taking appropriate measures to minimize the risk of
fraudulent or corrupt credit card use. The corporate credit card is meant to allow employees
access to efficient, flexible, and alternative means of payment for approved expenses.
II. ELIGIBILITY & APPROVAL
1. ELIGIBILITY. Blue42 Agency maintains a corporate credit card program for full-time
employees who will regularly incur business expenses. In order to be eligible, the employee must
travel frequently in the course of his/her duties, travel overseas in the course of his/her duties,
purchase significant volumes on minor goods and services for use by the company, or frequently
incur other business-related expenses of a kind appropriately paid by credit card.
2. APPROVAL. Based on the needs of the business, Blue42 Agency will offer eligible
employees a corporate credit card to use for approved expenses.
Eligible employees as designated by Blue42 Agency, should contact Jason Schreifels, the Plan
Administrator, who will handle all arrangements for obtaining corporate credit cards.
III. PROCEDURES & POLICY
3. USE AND FINANCIAL RESPONSIBILITIES. The employee agrees to comply with all the
applicable policies and procedures of Blue42 Agency and this Corporate Credit Card Policy. The
corporate credit card is to be used ONLY for official business expenditures, not personal
expenses. The cardholder is responsible for ensuring that the credit card purchases are within
budget and properly approved. Blue42 Agency will pay for the total balance by the payment due
date each month for each company-approved charge by the cardholder.
4. CREDIT SPENDING LIMITS. The credit limit is determined by the Plan Administrator,
Jason Schreifels.
5. CREDIT CARD STATEMENTS. Corporate credit card statements and expenditures must
be sent to the appropriate agent at Blue42 Agency for review. If the credit card expenditures are
not received within one (1) month of the statement due date, a reminder will be sent of their
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obligations under this policy. Continued or repeated non-conformance to this Policy can result in
cancellation of the Card and/or such other actions as appropriate.
6. RECEIPTS AND EXPENSE REPORTS. Cardholders must maintain physical proof of each
credit transaction with the corporate card and provide an itemized receipt when practicable. A
failure to provide receipts or credible explanation for any transactions could result in a debit
from the Cardholder's salary, forfeiture of right of reimbursement, and other disciplinary action.
Credible transactions should contain the following information when appropriate: date of
purchase, vendor name and address, quantity, unit price, grand total of expenditures. When
applicable, written notation should supplement the receipts with the following information: the
business purpose and names of persons in attendance, including their professional titles or
affiliation. Expenses must be submitted to Jason Schreifels within thirty (30) days from the time
expense was incurred. Expense reports submitted outside of this time frame will not be
reimbursed.
7. CREDIT CARD VIOLATIONS AND CONSEQUENCES. Credit Card Violations may
include, but are not limited to, obtaining cash advances or for other expenses than those incurred
by the assigned employee named on the card, charging personal transactions to the corporate
credit card, allowing unauthorized users to use the corporate credit card, exceeding the credit
card limit, failing to promptly return the credit card when a cardholder is reassigned, terminated,
or any terms determined at the discretion of Blue42 Agency. Cardholder transactions will be
scrutinized to ensure compliance with this policy. Infractions of the conditions of this policy, or
to any Blue42 Agency policy that may apply to this Corporate Credit Card policy, could result in
cancellation of the card and withdrawal of corporate credit card privileges. Breaching of this
policy may result in disciplinary action against the employee up to and including termination. In
all cases of breach, Blue42 Agency will consider the facts and circumstances of each incident,
and will take action as deemed appropriate. Blue42 Agency reserves the right to recover any
monetary considerations from the cardholder. Internal and external audits of cardholder
purchases may be carried out from time to time at the discretion of Blue42 Agency.
8. OWNERSHIP AND CANCELLATION OF THE CREDIT CARD. The corporate credit
card may not be transferred, assigned to, or used by anyone other than the designated cardholder.
The cardholder is accountable for all activity on the corporate credit card. Blue42 Agency may
suspend or cancel cardholder privileges at any time for any reason. The cardholder will forfeit
the credit card upon request to Blue42 Agency or any authorized agent of the card issuer. The
credit card will be returned to Blue42 Agency upon any notification of resignation and the
cardholder must reconcile all expenditures on the credit card since the last credit card Statement.
It is the responsibility of the departing cardholder to ensure that the account is settled prior to
departure.
9. DISPUTED ITEMS. It is the cardholder's responsibility to follow-up on any erroneous
charges, returns, or adjustments to ensure proper credit is given on subsequent statements.
Disputed transactions must be resolved with the card issuer and the bank by the cardholder. The
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Cardholder must notify the bank immediately for resolution and the appropriate agent at Blue42
Agency should be informed as well.
10. PROTECTING THE CREDIT CARD. Lost or stolen cards must be reported immediately
to the appropriate agent at Blue42 Agency. The appropriate agent must be notified within two (2)
business days of this activity, or in the instance of loss or theft while conducting business
overseas, must be notified within two (2) business days of returning to the official place of
business.
11. SAFEKEEPING. Newly issued cards should be signed immediately by the cardholder upon
receipt. When using the card for approved internet transactions, care should be taken that the site
utilizes recognized encryption technology. Card numbers should not be saved or stored in online
accounts. When the corporate credit card has expired and/or cardholder has received a new
corporate credit card, the cardholder should cut the card in half and discard it. Cardholder should
make certain that the card is returned after each charge and verify that name on the back of the
card.
12. CONTACT INFORMATION. For any issues, comments, or questions regarding this
Corporate Credit Card Policy, please contact your direct Manager.
EXAMPLES OF USE:
1. Meals
i. Meals related to meetings with prospective clients or current clientele of Blue42
Agency are authorized for use of the corporate credit card. A receipt is required to
be turned in to your Manager.
ii. Meals unrelated to Blue42 Agency prospective accounts or current accounts is
considered unauthorized use of the corporate card and is subject to corrective
action as stated in Item #7 above.
2. Mileage
i. Mileage of 60miles+ from your origin, directly related to Blue42 Agency business events, will be reimbursed by Blue42 at 53.5 cents per mile. Mileage is required to be reported to your Manager.
ii. Mileage travel expenses unrelated to Blue42 Agency business events is considered unauthorized reimbursement and is subject to corrective action as stated in Item #7 above.
3. Hotel
i. Hotel stays directly related to Blue42 Agency business events is considered
authorized for use of the corporate credit card. The number of rooms MUST be
approved by your direct manager before purchase.
A receipt is required to be turned in to your Manager.
ii. Hotel stays unrelated to Blue42 Agency business events is considered
unauthorized use of the corporate card, as well as booking a room(s) without your
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direct managers approval are both subject to corrective action as stated in Item #7
above.
4. Transportation
i. Rental transportation directly related to Blue42 Agency business events is
considered authorized for use of the corporate credit card. The type of
transportation to be utilized for said event(s) MUST be approved by your direct
manager before purchase.
A receipt is required to be turned in to your Manager.
ii. Rental transportation unrelated to Blue42 Agency business events is considered
unauthorized use of the corporate card, as well as booking transportation without
your direct managers approval are both subject to corrective action as stated in
Item #7 above.
5. Phone
i. Cell phone use is considered unauthorized use of the corporate credit card.
Expensing phone usage is considered unauthorized use of the corporate card and
is subject to corrective action as stated in Item #7 above.
6. Entertainment
i. Entertainment related to meetings with prospective clients or current clientele of
Blue42 Agency are authorized for use of the corporate credit card. A receipt is
required to be turned in to your Manager.
ii. Entertainment unrelated to Blue42 Agency prospective accounts or current
accounts is considered unauthorized use of the corporate card and is subject to
corrective action as stated in Item #7 above.
7. Equipment
i. Equipment requests must all route through your direct manager prior to purchase.
A receipt is required to be turned in to your Manager.
ii. Equipment purchases made without the knowledge or consent of your direct
manager considered unauthorized use of the corporate card and is subject to
corrective action as stated in Item #7 above.
8. Misc.
i. If at any time there is a question relating to the use of the Blue42 corporate credit
card, contact your direct manager as soon as possible to assist with the situation.
Blue42 reserves the right to modify this policy as deemed necessary in any situation that may arises pertaining to
Blue42 Corporate Credit Card use