The Employee Credit Card Agreement is essential for organizations operating in Belgium that provide corporate credit cards to their employees. It serves as a legally binding document that protects both the employer's financial interests and establishes clear guidelines for employees. This agreement is particularly relevant in the context of Belgian business practices and must comply with various Belgian and EU regulations, including financial services laws, employment legislation, and data protection requirements (GDPR). The document should be implemented when issuing new corporate cards or updating existing card policies, and typically includes comprehensive sections on usage policies, expense reporting, security measures, and compliance requirements. It's designed to minimize financial risks while providing employees with the necessary tools to perform their business functions effectively.
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1. Parties: Identification of the employer (company) and the employee receiving the credit card
2. Background: Context of the agreement and purpose of issuing the corporate credit card
3. Definitions: Key terms used throughout the agreement including 'Credit Card', 'Business Expenses', 'Statement Period', etc.
4. Card Issuance and Purpose: Terms of card issuance and authorized business purposes for card use
5. Credit Limit: Specification of the credit limit and any variation procedures
6. Authorized Use: Detailed guidelines on permitted and prohibited uses of the corporate credit card
7. Employee Obligations: Employee's responsibilities regarding card use, security, and expense reporting
8. Expense Reporting: Procedures and deadlines for submitting expense reports and supporting documentation
9. Payment Terms: Terms regarding payment of credit card bills and handling of unauthorized charges
10. Security Measures: Required security measures for card storage and PIN protection
11. Loss or Theft: Procedures to follow in case of lost or stolen cards
12. Termination: Conditions and procedures for termination of card privileges and this agreement
13. Data Protection: Handling of personal and transaction data in compliance with GDPR
14. Governing Law: Specification of Belgian law as governing law and jurisdiction
1. Cash Withdrawals: Include when cash withdrawals are permitted, specifying limits and procedures
2. International Usage: Include for employees who may need to use the card internationally
3. Rewards Program: Include if the corporate card includes a rewards program and how points/benefits are handled
4. Delegation Authority: Include if employee is authorized to delegate card usage to other employees
5. Special Expense Categories: Include for specific industries or roles with unique expense categories
6. Digital Wallet Integration: Include if card can be added to digital wallets (Apple Pay, Google Pay, etc.)
1. Schedule 1 - Authorized Expense Categories: Detailed list of approved expense categories and spending limits
2. Schedule 2 - Expense Reporting Procedures: Step-by-step guide for submitting expense reports and required documentation
3. Schedule 3 - Card User Guide: Practical guidelines for day-to-day card usage and best practices
4. Appendix A - Contact Information: Emergency contacts for lost/stolen cards and key company personnel
5. Appendix B - Expense Report Template: Standard template for expense reporting
6. Appendix C - Declaration Form: Employee acknowledgment of receipt and understanding of card terms
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