What is a company credit card agreement?
A company credit card saves everyone time — no more out-of-pocket spending and expense claims — but only if the cardholder knows the rules. A cardholder agreement sets out what the card is for, the limits, how every transaction must be supported and reconciled, and what happens when something goes wrong: a personal purchase by mistake, a lost card, a missing receipt or an employee who leaves.
This template records the card, its issue date and the monthly limit, with an optional single-transaction limit and the last four digits. You choose whether the company or the employee is billed by the issuer, whether cash withdrawals are allowed, what the card may be used for, how many days the cardholder has to reconcile each statement and to repay personal charges, and who to call if the card is lost. It lists the uses that are never allowed, covers card security, rewards and monitoring, return of the card, and misuse, and limits any pay deduction to what the law allows.
- Best for
- Corporate cards, purchasing cards and travel cards issued to employees
- Signed by
- The cardholder and the employer (usually finance)
- Choices
- Who is billed, cash withdrawals, limits, reconciliation and repayment periods
- Length
- 2–3 pages, initialled by both on every page
When to Use a company credit card agreement
- Issuing a travel card to a salesperson or consultant who is often on the road
- Giving an office manager a purchasing card for supplies and subscriptions
- Moving from expense claims to corporate cards across a team
- Resetting the rules after late reconciliations or personal spending
- Recording a new card when the old one is replaced or the limit changes
What You Fill In
16 blanks, then the name and email of each person who signs: employee, employer.
1 The parties
- Company name*
- Employee's full name*
- Job title
2 The card
- Card*
- Last four digits of the card
- Date issued*
- Who the card issuer bills* The Company is billed and pays the card account · The employee is billed and claims business spending back
3 Limits
- Currency
- Monthly credit limit*
- Limit for a single transaction
- Cash withdrawals* Not allowed · Allowed only for business travel where cards are not accepted
4 Use of the card
- What the card may be used for*
5 Reconciliation
- Days to reconcile each statement*
- Statements are reconciled with*
- Days to repay personal charges*
- Who to tell if the card is lost or stolen
6 Who signs
- Employee signature and date, initials on every page · The cardholder — the employee the card is issued to.
- Employer signature and date, job title, initials on every page · Someone authorised to issue company cards, such as a finance manager.
What the company credit card agreement Covers
- The Card
- Permitted use
- Use that is not allowed
- Receipts and reconciliation
- Personal and unapproved charges
- Keeping the Card secure
- Rewards and monitoring
- Returning the Card
- Misuse
- General
Using the company credit card agreement, step by step
1 Describe the card
Enter the card type and issuer, the issue date and, if you like, the last four digits — never the full number. Choose whether the issuer bills the company (corporate liability) or the employee, who then claims business spending back.
2 Set limits
Enter the monthly credit limit and, optionally, a single-transaction limit. Decide whether cash withdrawals are allowed or banned — the matching clause is printed.
3 List permitted uses
The list starts with common uses — approved travel, meals and client entertainment within policy, approved supplies and subscriptions, and training fees. Edit it to fit the role.
4 Set reconciliation and repayment
Choose how many days after each statement the cardholder has to reconcile every transaction, who they reconcile with, and how many days they have to repay personal or unsupported charges.
5 Sign before the card is handed over
Both of you sign and initial online. Keep the signed agreement in Files next to the cardholder's other employment records.
Tips Before You Send It
- Issue the card only after the agreement is signed.
- Match the reconciliation deadline to your month-end close so finance is not chasing receipts.
- If the issuer bills the employee, reimburse approved spend quickly so they can pay on time — the template commits the company to that.
- Recovering personal charges through payroll may need the employee's separate written consent where you are; the template limits deductions to what the law allows.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Company credit card agreement: frequently asked questions
What if an employee uses the card for a personal purchase by accident?
The agreement asks them to tell the company straight away. If the company pays the card account, they repay the charge within the number of days you set, with any fees or interest it caused. If the employee is billed, personal charges are theirs to pay the issuer and are never reimbursed.
Who owns the points and cash back?
The template says rewards earned on the card belong to the company unless your policy says otherwise.
Does the employee need a credit check?
Some card issuers run one, especially when the employee is liable for the account. If you choose that option, the agreement says the company will tell the employee before applying.
Is an e-signed card agreement binding?
Electronic signatures are generally valid for ordinary agreements like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. The card issuer's own terms still apply alongside it.