Company Credit Card Policy Template

Create a company credit card policy from your spending limits, approval roles and receipt rules.

Your card rules

Example decisions are filled in. Replace them with your business rules.

Your card policy

Example inputs

Example Brokerage
Company credit card policy
Policy reference: CARD-01
Responsible manager: Practice manager

1. Card issue and permitted spending
Eligible cardholders: Employees approved in writing by the practice manager.
Permitted business purchases: Office supplies, approved business travel and software subscriptions.
Use the card only for approved business expenses. Personal purchases, cash advances and sharing the card or its security details are prohibited.

2. Spending limits and approval
Per transaction: $500.
Per calendar month: $2,000.
Seek written approval from Practice manager before any purchase outside the permitted categories or limits. Obtain an approved limit change before spending above a limit. Never split purchases to avoid a limit. Cardholders must not approve their own exceptions.

3. Receipts and reconciliation
Each cardholder sends receipts or tax invoices, the business purpose and any approval to Finance manager within 5 calendar days of purchase.
Finance manager checks each card statement against those records within 7 calendar days of receiving the statement. Record the reviewer, differences and resolution. Escalate unresolved items to Practice manager.
For a missing receipt, request a duplicate and record the transaction details, business purpose and reason it is missing. Never invent a receipt or supporting record. The reviewer records whether the available evidence is sufficient.
Record disputed or unrecognised transactions, the amount, reason, report date and follow-up outcome. Report them promptly to the card issuer and Practice manager using the staff contact directory. Follow the issuer's dispute deadlines.
Keep banking records for at least five years from the later of preparing or obtaining the records and completing the related transactions. Retain records longer where a legal requirement or applicable tax review period requires it.

4. Personal spending and reimbursement
Report accidental personal spending immediately to Practice manager. Record the amount separately from business expenses and arrange a lawful, documented reimbursement process. This policy does not authorise deductions from pay or final entitlements.

5. Lost cards and departures
Immediately report a lost or stolen card or suspected compromise to the card issuer to block or cancel it, then notify Practice manager using the staff contact directory. Keep the issuer's report reference.
Return the physical card to the practice manager before the final working day ends.
Practice manager arranges issuer cancellation, removes saved card details and reassigns or cancels recurring payments. The cardholder submits outstanding receipts and explains unresolved items. Record return or cancellation and reconcile the final statement.

6. Cardholder acknowledgement
Business: Example Brokerage
Policy acknowledged: CARD-01
Policy owner: Practice manager
Complete the cardholder name before issue.
I acknowledge this policy and agree to follow its spending, receipt and reporting rules. I will protect the card and report problems promptly. This acknowledgement does not authorise deductions from my pay.
Cardholder name: 
Signature: 
Date signed: 
Manager acknowledgement: Practice manager
Manager signature:

Editable policy and acknowledgement

Edit before saving. Changing an input replaces these edits.

Set Spending and Approval Rules

This free company credit card policy template turns your business rules into an editable policy and cardholder acknowledgement. Enter who can hold a card, permitted purchases and spending limits. Copy or download the document locally, then approve it before issuing cards.

The example policy allows $500 per transaction and $2,000 per calendar month. Purchases outside those limits or permitted categories require written approval from the practice manager. The cardholder must obtain an approved limit change before exceeding a limit.

Replace these example decisions with your own corporate credit card policy. Name an approver other than the cardholder and describe permitted purchases precisely. A software subscription can fit the permitted category while still exceeding the transaction limit.

Personal spending is prohibited. The policy gives accidental personal purchases a separate reporting and reimbursement process. Signing the acknowledgement does not permit wage deductions. The Fair Work Ombudsman explains the limited grounds for deducting pay, including restrictions on deductions that benefit the employer.

Record Receipts and Reconcile Statements

Each cardholder submits receipts and the business purpose to the person you name. The statement reviewer matches those records to each statement and records unresolved items. The example deadlines are five calendar days after purchase and seven calendar days after receiving the statement.

Keep a register for missing receipts and disputed transactions. Record the transaction, amount, explanation and follow-up outcome. Request a duplicate receipt when possible. Never create a receipt or invent a business purpose to fill a gap.

The Australian Taxation Office’s banking record guidance requires five years from the later of preparing or obtaining records and completing the related transactions. Longer retention can apply for a tax review period or another legal requirement. The generated clause keeps that qualification.

Edit the completed document for your record storage and approval process before saving it. Input changes generate a fresh document and replace direct edits. Download a copy before leaving the page because the tool does not retain your entries after a reload.

Handle Lost Cards and Departures

Report a lost card to the issuer immediately so it can be blocked or cancelled, then notify your named business contact. The policy includes both steps. Enter a reporting contact staff can reach without access to the missing card.

Set a card-return deadline for departures and assign cancellation to the responsible manager. Returning the physical card alone leaves stored card details and recurring payments unresolved. The generated policy also covers removing those details, reassigning subscriptions and reconciling the final statement.

The acknowledgement identifies the business, policy reference and responsible manager. Add the cardholder’s name now or complete it before issue. The downloaded document includes signature and date fields for the cardholder and manager.

Bulma Team

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