Corporate Card Policy & Cardholder Agreement – Receipts & Excel | Word/PDF

Corporate Card Policy & Cardholder Agreement is a Swedish document package for employers, businesses, and accounting-obligated organizations that issue payment or credit cards for business purchases. The package helps you document card authorization, purchasing rules, receipt management, approval, monthly reconciliation, blocking, and return. 01. Package Contents 15 customer files in a ZIP: five Swedish working documents, one Swedish user guide, and one English user guide, all seven as editable Word (.docx) files and corresponding searchable PDFs. This also includes an Excel register (.xlsx) with nine tabs. Total 7 DOCX + 7 PDF + 1 XLSX. The PDF files are non-interactive, electronically fillable forms. 02. What the Files Contain Corporate card policy, individual cardholder receipt, documentation of missing receipts, monthly reconciliation, and protocols for blocking or return. The guides describe workflows and relevant limitations. The Excel file tracks card IDs, transactions, receipts, discrepancies, approvals, and differences—without automatic accounting or automatic payroll deduction. What Is a Corporate Card Package? A corporate card allows an employee or other authorized user to use a card for the organization's business purchases. A card may have payment liability with the company or with an individual cardholder; terms of agreement and reporting procedures may vary. The templates must therefore be adapted to the actual card type, the bank's terms, and the employment or assignment relationship. File List – What You Get File Use Format 01. Corporate Card Policy Purchasing rules, limitations, approval, receipts, and privacy Word + PDF 02. Cardholder Agreement Issuance, authorization, receipt, and allocation of responsibility Word + PDF 03. Card Purchase & Receipt Discrepancy Investigation of missing or inadequate accounting documentation Word + PDF 04. Monthly Reconciliation Review of card statements, receipts, differences, and approval Word + PDF 05. Blocking & Return Loss, termination of authorization, retrieval, and final check Word + PDF 06. Swedish User Guide Swedish step-by-step instructions and legal limitations Word + PDF 07. English User Guide English explanation of Swedish forms, not foreign-law forms Word + PDF 08. Card Register & Reconciliation Excel with nine tabs and transaction controls Excel Excel for Corporate Cards and Receipts The workbook contains nine tabs: Overview, Card Register, Transactions, Receipts, Discrepancies, Reconciliations, Approval, Actions, and Read Me. Formulas flag missing receipts, negative amounts, lack of approval, and differences between card statements and the register, for example. The cardholder is registered with an internal ID; never with the full card number, PIN, CVV/CVC, or bank password. Receipt and VAT checks, accounting, and decisions on reimbursement must always be done manually. How the Document Templates Are Used Decide who may receive a card, purchase limits, permitted purchases, and control responsibilities. Provide the cardholder with the policy and document receipt and authorization. Collect invoices or receipts for actual purchases and link them to transaction references. Investigate discrepancies without assuming that a missing receipt is proof of a private purchase. Perform a monthly reconciliation against the actual card statement, receipts, and accounting system. Contact the bank or card issuer in the event of loss, blocking, or return; document the action taken. Legal Basis and Important Limitations Verifications: according to the Accounting Act (1999:1078), Chapter 5, accounting must be supported by verifications containing relevant information. A card statement does not always replace a complete purchase receipt. See also the Swedish Tax Agency's guidance on business purchases and VAT documentation. Payroll Deductions: a cardholder receipt does not mean that the employer may deduct any cost from the employee's salary. This is regulated by the Act (1970:215) on the Employer's Right of Set-Off and requires a separate assessment. Privacy: the use of personal card data for control must comply with GDPR, including purpose limitation, information, data minimization, and proportionality. See IMY's guidance on employee controls. Payment Liability: specific card agreements may mean that the employee is personally responsible for payment. Check the bank's actual terms before using the policy. The package is not a bank agreement, a payment system, or an automatic accounting tool. Frequently Asked Questions What Should a Corporate Card Policy Include? Who may receive a card, permitted purchases, amount limits, receipt procedures, pre-approval, approval, blocking in the event of loss, and how data is handled. Does Every Employee Need to Sign a Cardholder Agreement? It is often practical to document receipt and that the user has reviewed the procedures. A signature does not make prohibited contractual terms valid or replace the bank's card agreement. Can the Employer Deduct a Private Card Purchase Directly from Salary? Not automatically. Any claim and right of set-off require a separate assessment under the Act on the Employer's Right of Set-Off. Is a Card Statement Sufficient for VAT Deduction? Not always. The right to deduction and the correct documentation must be assessed based on the actual transaction, invoice, or receipt and applicable VAT rules. Why Should Full Card Numbers Not Be in Excel? They are normally not needed for internal reconciliation and pose an unnecessary security risk. Use an internal card ID and, if necessary, only the last four digits. Does Excel Automatically Account for My Purchases? No. The formulas help with administrative follow-up but do not send entries to an accounting system, bank, or payroll program. Related Document Templates For an employee's purchases with their own funds, Expense Reporting & Reimbursement Register may be more suitable. It is a different type of document from this corporate card policy. To determine roles, amount limits, and approval of corporate card purchases, also read the guide on approval procedures and approval matrix. It describes the company's overall approval process, while this product covers card policy and cardholder agreements. Document Version 1.0 · Sweden · AI-Assisted Source Check 2026-11-02 · Digital Download as ZIP after Activation and Purchase. No External Legal Review or Regulatory Review Performed.