Employee Card Use Policy

EMPLOYEE CARD USE POLICY

Personal Information

Position Information

Start Date:

Scope and Card Types

This policy governs issuance, use, safeguarding, and return of all company-issued cards used for access, identification, parking, and business expenses. Authorized card types (check all that apply):

Definitions

Card: Any physical or virtual card issued by the company for identification, secure access, parking, or business payments. Cardholder: Employee to whom a card is issued. Sponsor: Manager or department authorized to request card issuance.

Issuance, Activation and Limits

Cards are issued only upon written authorization from the sponsoring manager. The company retains sole discretion to set activation status, limits, and permitted merchant categories for corporate cards.

Issue Date:   Card Identifier (last 4):

Acceptable Use

Cardholders must use cards only for authorized business purposes or access/identification as required for assigned duties. Acceptable uses include building access, identification display while on premises, and approved business expenditures consistent with company policy and expense procedures.

Prohibited Use

The following are strictly prohibited: sharing a card or credentials with another person; using company cards for personal purchases without advance written approval; altering card information; bypassing access controls; or any fraudulent use. Misuse will result in disciplinary action up to and including termination and civil or criminal prosecution where applicable.

Security, Storage and Display

Cardholders must keep cards secure at all times. When on company premises, identification badges must be visibly displayed unless otherwise directed. Corporate payment cards must be stored securely and not left unattended in vehicles or public spaces.

Lost, Stolen or Compromised Cards

Report lost, stolen, or compromised cards immediately to Security and the Card Program Administrator. Failure to report promptly may result in liability for unauthorized charges or disciplinary action.

Return on Termination or Transfer

All issued cards must be returned immediately upon transfer to another department, suspension, leave of absence, or termination of employment. The company may deactivate access rights and cancel cards at any time. Return Date (if applicable):

Corporate Card Controls (If Applicable)

All corporate card expenditures require documentation and approval consistent with the expense policy. Personal charges are prohibited unless reimbursed in accordance with the expense policy and approved in writing in advance.

Monitoring and Privacy

The company may monitor card usage, access logs, and transaction records. Cardholders have no expectation of privacy with respect to records generated by company-issued cards. Monitoring will be conducted in accordance with company policy and applicable law.

Disciplinary Action

Violation of this policy may result in suspension of card privileges, restitution for unauthorized charges, disciplinary action up to and including termination, and referral for civil or criminal prosecution where appropriate.

Employment History (Required)

Dates Employed: From to

Dates Employed: From to

Education

Graduation Date:

References (Professional)

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will nature of employment. Either the employee or the company may terminate employment at any time, with or without cause or notice, except where prohibited by law.

Equal Opportunity: The company provides equal employment opportunity and does not discriminate on the basis of legally protected characteristics in employment, assignment of duties, or issuance of cards and privileges.

Authorization and Background Checks

By signing below, I authorize the company and its authorized agents to contact my current and former employers, verify the information provided herein, and conduct background and security checks as required for issuance and continued authorization of company cards.

Applicant Certification

I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that false statements, omissions, or misrepresentations may result in denial of card privileges and may subject me to disciplinary action, up to and including termination of employment.

Acknowledgment of Receipt

By signing this document, I acknowledge receipt of a copy of the Employee Card Use Policy and agree to abide by its terms. I understand that failure to follow this policy may result in disciplinary action and possible financial liability for unauthorized charges.

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