Once you have completed the Employer Credit Card Agreement for your employee, it is important to ensure that you properly handle and store the document. Here are a few suggestions on what to do with the completed agreement:
1. Review and verify: Before proceeding, take a moment to review the agreement one last time. Ensure that all the necessary details have been filled in accurately, such as the employee's name, credit card limits, usage guidelines, and any additional terms and conditions.
2. Communicate with the employee: Once the agreement is complete, reach out to the employee and arrange a meeting to explain the terms and conditions outlined in the document. This will ensure that both parties are on the same page, and any queries or concerns can be addressed promptly.
3. Obtain signatures: Make sure that both you as the employer and the employee sign and date the agreement. This is essential as it legally binds both parties to the terms and conditions set forth within the document.
4. Keep a copy on file: Create a digital and physical copy of the completed agreement and store it in an organized and secure location. Consider scanning the document and saving it in a digital format (PDF) for easy access and retrieval. Physical copies can be stored in a designated file folder or a secure filing cabinet.
5. Distribute relevant copies: Provide the employee with a copy of the signed agreement for their records. Additionally, if there are other individuals or departments within your organization responsible for managing credit card usage, ensure that they are provided with a copy as well.
6. Regularly update the agreement: Credit card agreements may need to be updated periodically, especially if there are changes in credit card providers, credit limits, or company policies. Keep track of these changes and make sure the agreement is revised accordingly. Notify the employee of any amendments and ensure that they receive a revised copy of the agreement.
7. Ensure compliance: Regularly monitor credit card transactions and statements to verify that usage remains within the agreed-upon limits and guidelines. Encourage the employee to report any unauthorized or suspicious transactions immediately.
8. Provide ongoing training: It is essential to continually educate your employees about responsible credit card usage and the importance of adhering to the terms and conditions outlined in the agreement. Conduct training sessions and provide resources to foster understanding and compliance.
Remember, it's crucial to consult legal professionals or seek advice from your organization's legal department to ensure that your Employer Credit Card Agreement for Employees complies with relevant laws and regulations.