corporate credit card policy - argos us resources/employee inform… · merchant category codes...

CORPORATE CREDIT CARD POLICY

CONTENT

1. Purpose..................................................................................................................................... 2

2. Critical Points of Interest ........................................................................................................... 2

3. Cardholders Responsibilities ..................................................................................................... 3

4. Approvers Responsibilities ........................................................................................................ 4

5. Out of Pocket Expenses ........................................................................................................... 5

6. Card Activation .......................................................................................................................... 5

7. Declined Transactions .............................................................................................................. 5

8. Corporate Card General Use .................................................................................................... 5

9. Receipt Management ................................................................................................................ 6

10. Disputing Corporate Charges .................................................................................................... 7

11. Return & Exchange Procedures for Purchases ......................................................................... 8

12. Lost or Stolen Cards & Fraud .................................................................................................... 9

13. Use of Company Credit Card While Travelling.......................................................................... 9

14. Key Contacts ........................................................................................................................... 10

Appendix 1. Cardholder Expense Profiles .............................................................................. 11 Appendix 2. Out of Pocket Form ............................................................................................ 12

ARGOS_Out of Pocket Expense Report_Cement.xlsx

.......................................................................................................................... 12

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CORPORATE COMPANY CREDIT CARD POLICY

1. Purpose

To establish a standard policy for the administration and use of the corporate credit card in regards to travel and business related purchases. This policy is applicable to all employees of Argos in the US Region, including all legal entities under Argos USA Corp control (all hereinafter referred to as “Argos”).

2. Critical Points of Interest

Argos will, in its sole discretion, determine which employees will be issued a Corporate Card; as well as, under what conditions Argos may revoke a cardholder’s privileges.

Employees on the Argos payroll are eligible for a Corporate Card subject to management

authorization. Employees who travel more than once a year without a card-carrying employee or is required to purchase goods and services on behalf of Argos may require a card. Citibank will issue the card in the name of the employee; however, the Corporate Card will not affect the individual’s personal credit history.

Under no circumstances should a cardholder use the Corporate Card for personal use.

Employees that transfer within Argos operations in the US Region can keep their same card; however, cardholders that transfer between countries must have their old card cancelled and apply for a new card in the currency of the new country.

Cardholders should not facilitate per diems through the corporate card. Contact your local HR resource with any questions related to per diems.

By applying for and using the card, the employee is acknowledging that he or she: o Has read this policy o Agrees that the card may only be used by the named employee and only for legitimate Argos

business expenditures o Agrees to abide by this policy and any other policies and rules regarding use of the card that

Argos or the card issuer may require now or in the future

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Requests for new cards must be submitted to the Credit Card Team for review by the employees manager stating why the employee requires a corporate card. Argos management will review each request and respond to authorize or deny the request. Direct requests to [email protected]

3. Cardholders Responsibilities

Cardholders are responsible to use the Corporate Card for Argos related business only.

Argos considers inappropriate use a misappropriation of Argos funds and Argos will hold the employee personally liable. This liability could result in deductions from payments that Argos would otherwise make to the employee, including payroll payments, to the extent allowed by law. If Argos determines that there has been any inappropriate use of the card it may discipline employees, up to and including termination, as well as prosecute employees to the fullest extent of the law if it so chooses.

Cardholders are not to use the Corporate Card for personal expenses. If a cardholder accidentally

uses the Corporate Card for personal use, the cardholder will be required to reimburse Argos for the full amount of the personal expense. Failure to do so will result in payroll deductions.

Cardholders are responsible to ensure that they are the only person to use the card.

Cardholders are responsible to maintain the highest level of security of the Corporate Card.

Argos considers information pertaining to the Corporate Card proprietary and confidential. Cardholders must not provide the card number or expiration date to any other employee or individual who does not have a need to know.

Cardholders are responsible to notify Citibank customer service or a Argos Corporate Card administrator immediately if the card is lost or stolen, or if they suspect that the account number has been compromised.

Cardholders are responsible to review and verify the accuracy of their card’s monthly statement. If there are any discrepancies found on the statement, it is the cardholder’s responsibility to investigate

mailto:[email protected]

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and resolve them. If the discrepancy is supplier related, please refer to the “Supplier Dispute Process” below for details as to how to proceed. Citibank’s secure website can also provide monthly statement and account information. To gain access to the Citibank site cardholders must contact Citibank customer service. Citibank’s contact information is located in the “Key Contact’s” section; additionally, the customer service number is located on the back of the card.

Cardholders are responsible to allocate all transactions to the proper cost center and GL account and to submit expense reports on a monthly basis.

Cardholders must not exceed the transaction dollar limits of the Corporate Card. Argos strictly prohibits splitting a transaction by having the card swiped more then once to purchase an item that is higher than the card’s transaction limit. Violation of this rule will result in disciplinary action up to and including termination of employment.

Cardholders are responsible to cease the use and surrender of their Corporate Card upon termination of employment regardless of the reason for the termination. Additionally, Argos may have the cardholder surrender the card at any time deemed necessary and in its sole discretion.

4. Approvers Responsibilities

Approvers are responsible for approving expense reports for all employees under their direct supervision and may not delegate this authority. Furthermore, employees cannot approve their own expense reports or the expense reports they create as a proxy for someone else.

Approvers are responsible to review all the receipts of their direct reports expenditures. This is required to validate the business relevancy of charges made on the card.

Approvers are responsible to process and approve all expense reports within 15 days of receiving it from their employee.

Approvers are responsible for ensuring that they cancel the Corporate Card and take physical possession of it when a cardholder is terminated, whether voluntary or involuntary, prior to the employee’s last day.

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5. Out of Pocket Expenses

Out of pocket transactions are reimbursed after a valid Out of Pocket form has been submitted and approved by an employee’s manager. That form is submitted to Accounts Payable for processing where a physical check will be mailed to the employee. A copy of the Out of Pocket form is available in Appendix 2.

6. Card Activation

Citibank issues the Corporate Card in the name of the authorized employee. Only the cardholder identified on the card may use the corporate card. When the employee applies for a Corporate Card, the employee is required to agree to the terms and conditions of Citibank and Argos.

Citibank issues the Corporate Card inactive for security reasons. Only the cardholder whose name appears on the card can activate it. Affixed to the card will be a label with the card activation procedures printed on it.

7. Declined Transactions

Cardholders should contact Citibank to inquire about declined transactions.

8. Corporate Card General Use

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Utilization of the Corporate Card is mandatory to cover travel in accordance with this policy. The following list provides several examples of the types of purchases that should go onto the corporate card. o Airline tickets o Hotel accommodations o Business or customer entertainment meals o Low dollar amount transactions with one time vendors

Here are some instances where the Corporate Card may not be used:

o Personal use o Leases and building rental fees o Goods and services that originate from a work order o Inventoried material used in the production of our finished products

Merchant Category Codes (“MCC”) regulate the Argos Corporate Card. The MCC is what determines an accepted vendor within the program.

In addition to the MCC control, Argos also uses monthly credit limits, vendor limits, and single transaction dollar limits to regulate the card. Argos establishes these limits for each card during the application process.

9. Receipt Management

Argos’s documentation retention policy requires that all Corporate Card receipts to be retained for 10 years regardless of the dollar amount.

This requires cardholders to be very diligent to obtain and provide an itemized receipt for every item

purchased using the Corporate Card. Additionally, when submitting an expense report, cardholders must print off an expense report summary page and place it in an envelope along with all corresponding paper receipts.

Cardholders are responsible to submit the expense report to their manager / approver in an envelope

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with their name and date range for the report noted on the envelope.

Approvers are responsible to review all the receipts of their direct report’s expenditures. This is

required to validate the business relevancy of charges made on the card. Approvers must sign the expense report after reviewing and observe the following guidelines for document retention: Argos Cement LLC o Expense reports for terminal employees will be retained at their respective terminal o Expense reports for plant employees will be retained at their respective plant o Expense reports for sales employees will be retained at their respective district sales office o Expense reports for Alpharetta based employees will send to the Argos Credit Card Team

Argos RMX LLC & Ready Mixed Concrete Company o All expense reports will be retained by the Argos Credit Card Team in Alpharetta.

Argos USA

Attention: Credit Card Team

3015 Windward Plaza, Suite 300

Alpharetta, GA 30005

Non-compliance with the receipt management process will result in the cancellation of the

cardholder’s Corporate Card.

The Government, Internal Audit, or another authorized Argos representative may audit the Corporate Card’s activity at any time and without notice. Cardholders are required to cooperate fully with any and all such audits.

10. Disputing Corporate Charges

While reviewing the monthly statement, should the cardholder identify an incorrect charge or a discrepancy on the statement, it is the responsibility of the cardholder to resolve it. A few common causes for statement issues are:

o Goods were never received by the cardholder

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o Charges were posted incorrectly or to the wrong statement o Goods may have been received damaged and/or returned to the supplier o An incorrect item or quantity may have been received o Supplier billed an incorrect amount to card

Cardholders must dispute incorrect charges as follows:

First, contact the supplier directly to notify them of the discrepancy or incorrect charge. If the supplier agrees that it made an error, the supplier must credit the cardholder’s account.

When the supplier issues the credit, the cardholder needs to ensure that the both the credit and debit are charged to the same GL coding and expense category.

If the cardholder is unable to resolve the dispute with the supplier, the cardholder should contact

Citibank customer service to report the dispute. Citibank will fax or email a dispute form to the cardholder to complete and return to Citibank.

Cardholders must report all disputes to Citibank as soon as soon as possible and no later than 45 days

from the transaction date. In accordance with MasterCard regulations, the merchant has up to 14 days to respond to a dispute.

The only personal information known to Citbank is your birthday displayed in a two digit day and month configuration. Your SSN is not shared with Citibank and you should never provide this piece of information to anyone claiming to represent Citibank or Mastercard without first consulting the Credit Card Program Administrator ([email protected]).

Dispute Do’s and Don’ts: o DO – ALWAYS call the merchant first to resolve any issues. o DO – Dispute any transaction that is incorrect or not recognized. o DO – Dispute a transaction if a merchant is not willing to post a credit to the account appropriately. o DO NOT – Dispute transactions where the supplier has not had sufficient time to receive in returned

materials and to provide the necessary credits.

11. Return & Exchange Procedures for Purchases


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If the cardholder returns or exchanges goods to a supplier, it is the cardholder’s responsibility to ensure that the credit is properly reflected on the monthly statement.

Cardholders must NOT accept “store credit” for returned items. The supplier should also provide the cardholder with a receipt for the returned item. The cardholder must process the credit as stated in this policy. Lastly, the cardholder is required to apply the credit to the same GL code of the original purchase.

Note: Restocking charges may apply for goods returned to the supplier. The supplier may deduct restocking charges from the credit or bill them to the cardholder’s card. It is the responsibility of the cardholder to understand the suppliers return policy.

12. Lost or Stolen Cards & Fraud

If the card is lost or stolen or if the cardholder suspects that, their account number has been compromised, the cardholder must immediately notify Citibank customer service as well as the appropriate Argos credit card administrator.

13. Increasing Single Transaction Limit

Single transaction limits have been carefully set. Increasing these limits for one-off purchases may be allowed with advanced written approval provided by the employees manager. The Credit Card Department must be notified when the transaction has been completed.

14. Use of Company Credit Card While Travelling

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All travel should be consistent with the business needs of Argos. Prior to engaging in any business travel, employees must consider the use of alternative cost effective communication means, such as voice and video conference.

Travel expenses include transportation, car rentals, accommodations, meals, and entertainment. If the travel expenses are related to relocation, the Relocation Policy applies.

The following types of credit card expenditures are not reimbursable: o Personal care expenditures (e.g. haircuts, shoe repairs, etc.) o Parking fines or any other fine imposed by authorities for breach of law o Supplementary personal insurance premiums o Theft or loss of personal property

15. Key Contacts

Citibank-MasterCard Customer Service: o 1-800-248-4553 o The number is also located on the back of your credit card. Citi Customer Service provides 24-hour

service, (including activation of accounts and account information) for cardholder inquiries

Proxies o The proxy is a person who can enter expense reports into the Citibank Global Card Management

System (GCMS) for the cardholder. Proxies can enter in all reports if deemed necessary by a cardholder’s manager.

Argos Credit Card Team: o Responsible for the overall administration of the corporate credit card program o Conducts audit for compliance of receipts and overall report content in conjunction with the Argos

Internal Audit Team o A key point of contact for credit card inquiries o Email: [email protected]


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Appendix 1. Cardholder Expense Profiles

Employee Role Single Transaction Limit MCC Profile

Standard Card Profile $1,500 1

Maintenance & Sales Managers $3,000 2

Executive Level Cardholder $5,000 3

Financial Institutions, Money Transfers, ATM’s, Political & Religious Organizations, Direct Marketing &

Selling Establishments, Child Care, Podiatrists, Antiques, Funeral Services, Furriers & Fur Shops,

Jewelry, Pawn Shops, Massage Parlors, Real Estate Agents, Time Shares

Blocked

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Appendix 2. Out of Pocket Form

ARGOS_Out of Pocket Expense Report_Cement.xlsx

Follow link above to obtain Out of Pocket Remibursement Form:

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