Company Issued Credit Cards / Accounts

Company Issued Credit Cards

Northeast Data, Inc. provides key personnel with company-issued credit cards for business-related expenses only. Personal use of these cards is strictly prohibited. Unauthorized personal expenses, such as hotel movies, personal phone calls, personal meals, gas for personal vehicles, or any other non-business-related expenses, will result in immediate termination without warning. The employee will be held fully responsible for all such charges.

Acceptable Expenses:

• Travel: Airfare, hotel accommodations, car rentals, and fuel for rental cars.
• Meals: Business meals with clients or during business travel (requires pre-authorization from the CEO before purchase).
• Supplies: Office supplies, equipment, and materials needed for job-related tasks. (requires pre-authorization from purchasing and must be accompanied by a Northeast Data issued PO #)
• Services: Professional services such as consulting fees, software subscriptions, and internet services for business use. (with authorization by Northeast Data issued PO #)

Receipt Submission:

• All purchases must be accompanied by a receipt, submitted to the Operations Department with the corresponding job numbers.
• If a receipt is not submitted, the purchase amount will be deducted from the employee’s paycheck until the receipt is provided.

Missing Receipts:

• Employees must retrieve missing receipts from the credit card company and submit a missing receipt form to the Operations Department within two weeks of notification.

• Contact numbers for missing receipts:

  • American Express Executive: 1-800-492-3344
  • American Express Delta Gold: 1-800-297-6200
  • Citi Business: 1-877-462-2484
• Employees must provide their credit card and social security number when requesting a receipt.
• Failure to submit the missing receipt form within the specified time will result in paycheck deductions.

Company Accounts

Employees have access to vendor charge accounts for company-related purchases only, with an approved Purchase Order. Unauthorized personal purchases will result in immediate termination without warning, and the employee will be held fully responsible for all such charges.

Acceptable Expenses:

• Materials: Construction materials, hardware, and tools required for projects.
• Services: Vendor services such as equipment rentals, maintenance, and repairs.
• Office Supplies: Stationery, printer ink, and other office necessities.

Receipt Submission:

• All purchases must be accompanied by a receipt, submitted to the Operations Department with the corresponding job numbers.
• If a receipt is not submitted, the purchase amount will be deducted from the employee’s paycheck until the receipt is provided.

Note: Northeast Data, Inc. reserves the right to modify this policy at any time.