23.0 COMPANY CREDIT CARD
Karratha Adventure Sports provides company credit cards to authorised employees to facilitate approved business purchases where alternative purchasing methods are impractical.
The card remains the property of Karratha Adventure Sports at all times and must only be used in accordance with this policy.
23.1 Authorised Users
The following employees are authorised to use the company credit card:
- Chelsea Thomas
- Lisa
- Wai
No other employee may use the card without the prior approval of the CEO.
Authorised users must not lend the card to another employee or provide the card details to any unauthorised person.
23.2 Approved Use
The company credit card may only be used for legitimate business expenses, including:
- Approved stock purchases.
- Approved operating expenses.
- Emergency business purchases.
- Approved software and subscriptions.
- Approved online orders.
- Other purchases specifically authorised by management.
All purchases must be made for the benefit of Karratha Adventure Sports.
Transaction Fees
The company credit card should only be used where the transaction can be completed without additional merchant fees or surcharges.
If a supplier charges a credit card surcharge, or similar transaction fee, the purchaser must request payment by bank transfer or another fee-free payment method wherever practical.
23.3 Receipts & Record Keeping
A valid tax invoice or receipt must be obtained for every purchase & uploaded to Hubdoc.
Where a receipt cannot be obtained, the employee must notify management immediately and provide an explanation. Failure to provide supporting documentation may result in card privileges being suspended.
23.4 Card Security & Prohibited Use
The company credit card is provided for authorised business purposes only and must be kept secure at all times.
Card details may only be stored within approved supplier accounts authorised by management (e.g. Officeworks and Temu) and must not be saved to personal accounts or personal devices.
Any lost, stolen or potentially compromised card, or suspected compromise of the card details, must be reported to Natasha Ambroziak immediately.
23.5 Spending Limits
Credit card limits are determined by Natasha and may be changed from time to time.
Current transaction limits:
|
Company |
Amount |
Authorised items |
|
Cressi |
$10,000 |
Stock is on direct debit |
|
Coles |
$100 |
Toilet paper, cleaning supplies, birthday treats ($15 per event), |
|
Officeworks |
$300 |
Till thermal receipts, stationary, files |
|
All Marine Spares |
$1000 |
Stock |
|
Parrys |
$50 |
Bags, must obtain receipt including credit card surcharge amount |
|
Lure us in |
$800 |
Stock |
|
Temu |
$200 |
Stock, merchandising, stationary |
|
Subway |
$250 |
Approved staff events |
|
Smooshie |
$700 |
Stock |
|
BP |
$100 |
Forklift fuel |
|
|
|
|
|
|
|
|
|
|
|
|
Purchases outside approved limits require prior approval from the CEO before transaction.
Transactions must not be split into multiple payments to avoid approval requirements or spending limits.
23.6 Monitoring & Compliance
All transactions are subject to management review.
Management may request supporting documentation or justification for any purchase.
The company reserves the right to revoke card access at any time.
Misuse of the company credit card may result in:
- Repayment of unauthorised expenses.
- Removal of card privileges.
- Disciplinary action.
- Further action where appropriate.
The company reserves the right to report suspected fraud or criminal misuse to the appropriate authorities.
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