The Employee Credit Card Acknowledgement Form is a crucial document used when an organization issues a corporate credit card to an employee in New Zealand. It serves as a formal agreement between the employer and employee, establishing clear guidelines for card usage, responsibilities, and compliance requirements. This document is essential for maintaining financial control, ensuring proper expense management, and protecting both parties' interests. It addresses key aspects such as authorized purchases, spending limits, expense reporting procedures, and consequences of misuse, while ensuring compliance with New Zealand's privacy laws, financial regulations, and employment legislation. The form should be implemented before issuing any corporate credit card and updated periodically to reflect changes in company policy or regulatory requirements.
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1. Parties: Identification of the employer (company) and employee (cardholder)
2. Background: Context of issuing the corporate credit card and purpose of the acknowledgement form
3. Definitions: Key terms used in the document including 'Corporate Credit Card', 'Authorized Use', 'Business Expenses', etc.
4. Card Issuance and Purpose: Details about the card being issued and its intended business use
5. Authorized Use: Clear guidelines on permitted uses of the corporate credit card
6. Prohibited Use: Explicit listing of unauthorized uses and prohibited transactions
7. Cardholder Responsibilities: Core responsibilities including receipt keeping, timely submission of expenses, and reporting requirements
8. Security Requirements: Guidelines for keeping the card secure and reporting lost/stolen cards
9. Expense Reporting: Procedures and timeframes for submitting expense reports and supporting documentation
10. Consequences of Misuse: Actions that will be taken in case of unauthorized use or policy violations
11. Termination and Card Return: Process for returning the card upon employment termination or company request
12. Acknowledgement: Statement of understanding and agreement to terms, with signature block
1. Cash Advances: Include when company policy allows cash advances, specifying limits and procedures
2. International Usage: Add for employees who may need to use the card internationally
3. Rewards Program: Include if the corporate card has a rewards program and specify ownership of rewards
4. Shared Card Procedures: Add for situations where cards may be shared among department members
5. Digital Wallet Integration: Include if corporate cards can be added to digital wallets or used for online payments
1. Schedule 1: Transaction Limits: Detailed breakdown of daily, monthly, and transaction-type limits
2. Schedule 2: Expense Categories: List of approved expense categories and their codes for reporting
3. Schedule 3: Contact Information: Emergency contacts for lost/stolen cards and key company personnel
4. Appendix A: Expense Reporting Forms: Ƶ and examples of required expense reporting documentation
5. Appendix B: Credit Card Policy: Complete company credit card policy referenced in the main agreement
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