Company Credit Card Usage Policy

Policy Statement

Spartan Plumbing company credit cards are for authorized business purchases only. Every purchase must be documented with a receipt submitted to the appropriate Slack channel. Misuse of company cards will result in disciplinary action.

Who This Applies To

All employees who have been issued a company credit card or who use one for field purchases.

Authorized Uses

• Parts and materials for active jobs when not available from Tradeshift inventory
• Equipment rentals required for a specific job
• Emergency supplies needed to complete a job in progress
• Fuel purchases using the Enterprise gas card (separate from the company credit card)

Prohibited Uses

• Personal purchases of any kind
• Meals, snacks, or drinks (unless pre-approved for a company event)
• ATM cash withdrawals
• Purchases from non-approved vendors without prior authorization
• Any purchase over your spending limit without supervisor approval

Procedure

Making a Purchase

Verify the purchase is for an active job or approved business need

Check if the item is available through Tradeshift first — use company procurement before retail

If the vendor requires verbal confirmation, have the office provide it

Keep the receipt — photograph it immediately after the purchase

Receipt Submission

When a credit card purchase is made, a message is automatically posted to the credit card purchases Slack channel

Upload a photo of the receipt to that channel with the PO number

Submit receipts immediately after purchase — do not wait until end of day

Missing receipts will result in follow-up from the office and potential personal liability for the purchase

Spending Limits

• Each cardholder has a spending limit set by the office
• Purchases exceeding your limit require supervisor pre-approval
• If a vendor needs a higher authorization, contact the office to arrange it

Enterprise Gas Cards

• Use your Enterprise gas card for all vehicle fueling
• PIN is the last four digits of your phone number
• Fill up when the tank reaches one-quarter full
• Report lost or declined cards to the office immediately

Violations

• Missing receipts for purchases: first offense is a coaching conversation, repeated offenses result in card suspension
• Personal use of company card: immediate card suspension and repayment required, potential termination
• Purchases from non-approved vendors without authorization: coaching and potential card suspension

Important Notes

• This policy had inconsistent enforcement in the past — it is now being enforced uniformly
• If you are unsure whether a purchase is authorized, ask your supervisor BEFORE making it
• Lost or stolen cards must be reported to the office immediately
• The office reconciles all card statements monthly — discrepancies will be investigated

Related SOPs

• Payment Policy — customer payment handling
• Supply Ordering & Vendor Management — Tradeshift ordering process