Rules and Procedures on Employee Individual Corporate Credit Cards

Effective Date: October 26, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

STATEMENT OF POLICY

Whenever possible, all expenses must be charged to an employee’s corporate credit card.

DEFINITIONS

Employee Individual Corporate Credit Card: A credit card provided to an employee for the purpose of paying for individual expenses related to CBC/Radio-Canada business travel.

RULES AND PROCEDURES

CBC/Radio-Canada has agreements with credit card suppliers to:

  • meet the daily financial needs of managers and employees;
  • achieve operational efficiencies and cost savings;
  • reduce and/or eliminate the requirement for cash advances from the Corporation;
  • reduce and/or eliminate the requirement for and demand on cash funds; and
  • improve the Corporation’s negotiating power with suppliers.
  • meet the daily financial needs of managers and employees;
  • achieve operational efficiencies and cost savings;
  • reduce and/or eliminate the requirement for cash advances from the Corporation;
  • reduce and/or eliminate the requirement for and demand on cash funds; and
  • improve the Corporation’s negotiating power with suppliers.
  1. Permanent employees, contract employees and employees of the CBC Pension Board of Trustees are eligible to receive a corporate credit card.

    Application forms are available on iO!
  2. All eligible employees must apply for a corporate credit card if all the following conditions are met:
    • The employee is required to travel on CBC/Radio-Canada business; and/or
    • The employee incurs individual expenses; and
    • The employee claims individual expenses more than three times per year.

  1. Managers are responsible for ensuring that employees who meet the conditions submit a credit card application.
  2. All employees with a corporate credit card must use the credit card for all individual expenditures, where the card is accepted.
  3. Employees must only use corporate credit cards for business purposes, and not for personal use.
  4. Employees are permitted to use corporate credit cards for temporary cash advances through the Express Cash ABM feature (for business purposes only), however the number of advances should be kept to a minimum to avoid transaction fees.
  5. Employees must enroll and receive a Personal Identification Number (PIN) in order to access the Automated Bank Machine (ABM) networks.
  6. Daily/monthly cash advance limits are governed by individual requirements and will be established at the time of enrollment. Changes to cash advance limits can be arranged through your local Finance Officer.
  7. Cash advances will not be available to employees who have allowed their corporate credit card to fall into arrears.
  8. Employees will not be reimbursed for late payment charges.
  9. Employees who have corporate credit cards must not give or loan their cards to other employees, regardless of the circumstances. If a card is lost or stolen, the cardholder must advise the credit card company immediately via the card supplier’s telephone number for lost and/or stolen cards, which provides service for lost cards 24 hours a day.
  10. Cardholders must agree to the terms and conditions outlined on the credit card. Failure to comply with these terms and conditions could result in cancellation of the card. Any breach of these terms and conditions may be viewed as defrauding the Corporation and will be subject to investigation under policy 2.3.11 Fraud and Theft.

For Amounts Owing Upon Employee Departure

Cardholders must settle their accounts before departure from CBC/Radio-Canada.

For Unpaid Expense Claims Amounts Owed to Employees upon Departure

Amounts owed to employees will be issued to the employee by Electronic Funds Transfer.

Exceptions

The Corporate Travel Manager must approve any exceptions to these Rules and Procedures.

RELATED SUBSIDIARY POLICY INSTRUMENTS

INQUIRIES

All questions pertaining to the interpretation or application of these Rules and Procedures should be referred to the Corporate Travel Manager (travel@cbc.ca), the Office of the Controller or politique.finance.policy@cbc.ca.

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