Company Credit Card & Reporting SOP

Procedure#:HB SOP 79

Function:Management Policies

Implementation Date:011123

Policy/Purpose: Hillman Beer provides high-level management with a company credit card to use for operating expenses.  Management is entrusted with this tool to use with good judgment and is expected to be a good steward of the business.   It is essential that all expenditures made using the company credit card are properly documented to ensure accountability and transparency. Management must adhere to the credit card receipt processing guidelines to maintain accurate financial records and facilitate audits. Any misuse or failure to comply with these guidelines may result in disciplinary action.

Procedure: 

1. Upon receipt of a Hillman Beer credit card, the manager must sign the “Acknowledgement of Receipt of a Company Credit Card” Form with the COO/Ownership, which will be kept in the team member’s file for future reference. 
2. Managers must use the company credit card for purchases that directly impact the business.  

Good examples of usage:

• Food items from the grocery store, if minor, when the kitchen is in a pinch
• Gift cards for Trivia Night
• Donuts and coffee for staff morale on a special occasion or early service

Note:  All of these examples are intended to be periodic purchases and not 

regular ones.  Especially with food purchases, regular trips to the grocery store 

implies that the BOH order guide and pars are not correct or not being followed.  

Anytime we need to run to the store, it is also a Required Notification in 

Basecamp follow the “Required Notification SOP”.

Bad examples of usage:

• Staff lunches from other local restaurants
• Office supplies – as these should be ordered in bulk with the Office Manager
• Online subscriptions
• Any personal use

1. All receipts must be kept and organized throughout the month.  The  manager must print out a Credit Card Purchase Log form to keep an itemized list of all purchases.  

1. By the 10th of the following month the Credit Card Purchase Log and Credit card receipts need to be turned into that person’s direct report for all purchases from the previous month through the first five days of the current month.  Please see “Credit Card Receipt Coding SOP” for specific details. 

1. If there are any discrepancies or unauthorized purchases, the manager may be responsible to reimburse the business for said amount.