CREDIT CARD POLICY AND PROCEDURES - Policy and Procedure - Corporate Credit Card

Sep 24, 2026

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Corporate Credit Card Policy and Procedures define when and how CrossReach staff may obtain and use corporate credit cards. It establishes invoicing as the preferred payment method, explains why credit cards may be held to access alternative supplier arrangements, and sets coverage, exclusions, and key definitions. The document specifies responsibilities, approval thresholds, required forms and receipt retention, lost-card actions, monitoring and audit checks, and the policy approval/version information, including an acceptance and undertaking approval form.

LanguageEnglish

CategoryLetters

FormatPDF

Pages7

Reading Time3 min

AccessFree to download

POLICY STATEMENT

Purpose of the policy

Who is affected by this policy

Who should know about this policy (plus any exclusions)

Definitions

Core Principles

Responsibilities

References to other policies/documents

Monitoring and Audit

Policy approval methodology box

Appendices

CREDIT CARD APPROVAL FORM

POLICY AND PROCEDURE ON CORPORATE CREDIT CARD CONTENTS Page Policy Statement 3 Purpose of the policy 3 Who is affected by this policy 3 Who should know about this policy (plus any exclusions) 3 Definitions 3 Core Principles 4 Responsibilities 4 References to other policies/documents 5 Monitoring and Audit 5 Policy approval methodology box 5 Appendices 6 CREDIT CARD POLICY AND PROCEDURES 1. POLICY STATEMENT The primary method of payment remains invoicing and this must be used in preference to credit card purchases where such is offered by the supplier. From time to time CrossReach may be offered an opportunity to purchase goods or arrange for services for the individual services from companies that shall not invoice but only accept a direct payment. In order to make use of these offers the service will hold a credit card. This policy details below the procedures for the use of credit cards. 2. PURPOSE OF THE POLICY The purpose of this policy is to allow CrossReach management access to efficient and alternative means of payment for approved purchases. Secondly, to improve managerial reporting related to credit card purchases. Lastly, to improve efficiency and reduce costs of payables processing. 3. WHO IS AFFECTED BY THIS POLICY This policy is applicable to all CrossReach staff authorised to hold, use and/or manage Corporate Credit Card. 4. WHO SHOULD KNOW ABOUT THIS POLICY (PLUS ANY EXCLUSIONS) This policy should be known to all Credit Card Holders, Heads of Service who approve credit cards, administrative staff at services and finance personnel who manage credit card returns at Head Office. 5. DEFINTIONS Payable processing: reviewing credit card analysis forms for authorisation and appropriateness of expenses and lastly reallocation to the appropriate expense code. 6. CORE PRINCIPLES • Corporate Credit cards will be issued to staff members only with approval of the Head of Service Appendix 1-Approval Form. • Credit Cards can only be used for business purposes, personal purchases are not allowed unless used for car fuel which could be a mixture of business and private use. • The following purchases are not allowed: alcoholic beverages/tobacco, services on contract, personal items and cash advances. • Financial Accountant may authorise the cancellation and /or request the return of a Corporate Credit Card where she/he believes the card has been misused or is no longer required or the staff member is on extended leave. 7. RESPONSIBILITIES Corporate Credit Card holders are responsible for ensuring that: • They take strict care over the custody and use of the card at all times and must ensure that card is not used by another person, • Expenditure is in accordance with approved authorisation levels (unit manager up to £1,500, Head of Service up to £5,000, Operational Director up to £10,000, Operational Director and Director of Finance and Resources up to £25,000, CEO and Director of Finance and Resources up to £50,000) and within credit card limit. • Where there is a need to make a credit card purchase above approved authorised levels but within credit card limit, Credit Card holder must request an e-mail authorisation prior to making a credit card purchase from relevant Head of Service or Director in accordance with above limits. This e-mail authorisation must be submitted along with Credit Card Analysis Form (Appendix 2) . • In a situation where the unit manager is not a Corporate Card Holder and requires to purchase online some goods and services as an one off purchase Estates department or Finance Business Partner should be contacted to arrange the payment. • Expenditure is in accordance with approved budgets. • Detailed receipts must be retained and together with Credit Card Analysis Form (Appendix 2), Credit Card Statement and e-mail purchase authorisation where applicable posted monthly to Accounts Payable at Charis House. These forms together with

FAQs

What is the primary payment method preference compared with credit card purchases?

Invoicing remains the primary payment method and should be used in preference to credit card purchases where the supplier offers it.

Who is eligible to hold and manage a Corporate Credit Card under this policy?

All CrossReach staff authorised to hold, use and/or manage the Corporate Credit Card may be covered, and the policy should be known by Credit Card Holders, service heads who approve cards, administrative staff involved, and finance personnel managing returns.

What approvals and documentation are required for credit card purchases above authorised levels?

If a purchase is needed above the approved authorised levels but within the card limit, the holder must request an email authorisation in advance and submit it together with the Credit Card Analysis Form (Appendix 2).

How are credit card expenditures monitored and audited?

Upon receipt of Credit Card Analysis Forms, credit card statements, and any required email authorisation, accounts payable staff check and verify that expenses comply with the policy and related procedures, which may include follow-up with the staff member for transaction confirmation.

Sep 24, 2026

Upload by Cipher