Last Review date: July 6, 2026
Approver: Hamza Benamar
Owner: Abhas Jain
1.Purpose
The purpose of this Corporate Card Policy is to establish clear guidelines for the issuance, use, management, and reporting of expenses incurred using company-issued corporate cards. This policy promotes responsible spending, maintains appropriate financial controls, ensures compliance with company policies, and supports accurate and timely expense reporting through Expensify.
2.Scope
This policy applies to all Nexthink employees who have been issued a corporate card. Corporate cards are not available to contractors, consultants, temporary workers, or other non-employees unless specifically approved in writing by the Chief Financial Officer (CFO).
3.Card Ownership & Liability
All corporate cards remain the property of Nexthink and may be suspended, restricted, or revoked at any time at the discretion of Finance, Procurement, or Executive Management. Nexthink corporate cards operate on a corporate liability model: Nexthink pays the card balance directly to the issuing bank. Cardholders are not personally responsible for valid business expenses submitted in compliance with this policy.
Cardholders may be held personally liable for:
- Personal charges not reimbursed within the required timeframe
- Fraudulent, intentionally misrepresented, or policy-violating charges
- Charges resulting from failure to promptly report a lost or stolen card
Cardholders must return or destroy their corporate card immediately upon request by the company.
4.Eligibility
Corporate cards may be issued to employees who:
- Have a legitimate and ongoing business need to incur expenses on behalf of Nexthink
- Have received all required approvals
- Agree to comply with this policy and all related company policies
Finance and Procurement reserve the right to approve, deny, suspend, or revoke corporate card privileges at their discretion.
5.Card Request & Onboarding Process
Employees must follow the steps below to request a corporate card:
- Obtain approval from your C-Suite Executive
- Send the written approval to procurement@nexthink.com
- Procurement will obtain final approval from the CFO and, upon approval, will request accounting team to issue the corporate card through the appropriate regional bank
Card Issuing Banks by Region:
- United States: Corporate Cards are issued through American Express
- Europe: Corporate cards are issued through HSBC
Incomplete requests or requests without required approval or justification may be delayed or denied.
6.Cardholder Responsibilities
Cardholders are responsible for:
- Using the corporate card exclusively for legitimate business purposes
- Complying with the Travel Policy and all related company policies
- Ensuring expenses are reasonable, necessary, and appropriately approved
- Protecting the card and card information from loss, theft, fraud, or unauthorized use
- Not sharing the physical card, card number, PIN, or security credentials with any individual
- Reviewing transactions regularly for accuracy
- Maintaining appropriate supporting documentation for all transactions
- Submitting complete and timely expense reports in Expensify
- Reporting suspected fraud, unauthorized transactions, or policy violations immediately
- Notifying Finance of any change in role that may affect card eligibility
7.Allowable Expenses
Corporate cards may only be used for reasonable and necessary business expenses, including:
- Travel-related expenses that cannot be processed through Perk (e.g., hotel incidental charges, deposits, or incidentals incurred during business travel)
- Business meals with clients, prospects, partners, or employees when permitted under the Travel Policy
- Conference, training, activity sponsorships and event registration fees
- Regional or state-specific technology organization memberships, at the individual or corporate level
- Other event related expenses (like shipping costs and internet for booths etc)
All client entertainment and conference registration fees must be reasonable and customary in relation to the business purpose and consistent with industry norms. Expenses that appear excessive relative to their business purpose may be rejected.
All expenses must:
- Be directly related to company business
- Comply with approved budgets
- Follow Procurement and Travel Policy requirements
Perk remains the required booking platform for business travel whenever available. Corporate cards must not be used to bypass Perk without documented business justification and prior approval.
Software subscriptions, SaaS purchases, hardware, business tools, equipment, and technology-related purchases must be processed through Procurement and may not be purchased using a corporate card unless specifically authorized in writing by Procurement.
8.Prohibited Expenses
The following expenses are strictly prohibited on Nexthink corporate cards:
- Personal expenses of any kind
- Cash advances, ATM withdrawals, money orders, or cash-equivalent transactions
- Gift cards
- Charitable donations
- Political contributions
- Gifts to any individual without prior written approval from Legal
- Swag, promotional merchandise, or branded items purchased outside approved Marketing or Procurement processes
- Traffic fines, parking tickets, penalties, or other personal violations
- Family member or guest expenses
- Gambling-related transactions
- Cryptocurrency purchases or transfers
- Splitting transactions to circumvent approval thresholds or spending limits
- Any expense that violates company policy, applicable law, anti-bribery regulations, sanctions requirements, or ethical standards
Any prohibited or non-compliant charges may be subject to reimbursement by the cardholder and disciplinary action.
9.Spending Limits
By default, corporate cards are issued with a spending limit of $10,000 (USD) or €10,000 (EUR), depending on the region.
If a higher limit is required, the card request must include a clear business justification at the time of submission. All limit increases are subject to approval by management, Procurement, and Finance.
Executive spending limits are determined on a case-by-case basis and require CFO approval.
10.Receipt & Documentation Requirements
Cardholders must maintain sufficient documentation to support all expenses. Required documentation includes:
- Itemized receipts for all corporate card transactions
- Tax-compliant invoices (addressed to Nexthink) when required for VAT, GST, or other tax recovery purposes
All receipts or invoices must show:
- Vendor name
- Transaction date
- Itemized goods or services purchased
- Total amount paid
- Currency
Credit card payment slips alone are not considered sufficient documentation where itemization is missing. Digital receipts are acceptable and should be uploaded directly into Expensify.
For meals and entertainment expenses, cardholders must also provide:
- Business purpose
- Names of all attendees
- Company affiliation of each attendee
VAT & Tax Compliance:
Where Nexthink may be eligible to recover VAT or GST, cardholders must obtain a tax-compliant invoice addressed to “Nexthink” (including the company’s registered address and VAT/tax number where applicable). Payment receipts alone are not sufficient for tax recovery. Cardholders are responsible for requesting correct invoicing at point of purchase.
Failure to provide adequate supporting documentation may result in expense rejection and an obligation to reimburse the company.
11.Expense Reporting & Expensify Requirements
All corporate card transactions must be submitted and reconciled through Expensify. Cardholders are required to:
- Submit expense reports within 15 business days of the transaction (or end of trip)
- Ensure all transactions are fully reconciled within 45 days of the statement posting date. Failure to do so will result in automatic suspension of corporate card privileges.
- Attach all required supporting documentation and provide all necessary details
- Accurately categorize expenses
- Provide a clear and complete business purpose for each transaction
Expenses will be routed through the standard approval workflow: Employee → Manager → Finance.
Employees may not approve their own expenses. Any expense incurred by an approver must be reviewed by the next level of management.
Expenses incurred by C-Suite members must be reviewed by an independent approver designated by the CFO or Audit Committee. The default approver for C-Suite members is the CFO.
The following delinquency escalation process applies to unreconciled card transactions:
- 15 days: Reminder notification to cardholder
- 30 days: Manager notification
- 45 days: Card suspension
- 60+ days: CFO review and payroll recovery if applicable
Recurring subscriptions may not be established on a corporate card unless approved by Procurement and Finance.
Corporate card information must not be stored in personal applications, browsers, spreadsheets, or unauthorized third-party platforms
12.Disputes, Fraud & Errors
Cardholders must:
- Promptly report any disputed or incorrect charges to the card issuer and Finance
- Flag disputed transactions in Expensify with supporting notes
- Follow up on disputes until resolution is confirmed. If a dispute is resolved against the cardholder or supporting documentation is not provided, the employee may be required to reimburse Nexthink.
13.Lost or Stolen Cards
If a corporate card is lost, stolen, or compromised, the cardholder must immediately:
- Call the card issuer’s cardholder services line to block the card
- Notify Finance
- Take all reasonable steps to prevent unauthorized use
Failure to promptly report a lost or stolen card may result in personal liability for unauthorized charges incurred after the time the card was lost or stolen but before it was reported.
14.Employment Changes
Corporate cards will be deactivated immediately upon:
- Termination of employment (voluntary or involuntary)
- Transfer to a role that no longer requires a corporate card
- Extended leave, where determined appropriate by Finance
Prior to departure or role change, the cardholder must:
- Submit all outstanding expenses
- Reconcile all open transactions
- Resolve any open disputes
15.Audits & Compliance
All corporate card activity is subject to review, monitoring, and audit by Finance, Procurement, Internal Audit, Compliance, or external auditors.
Cardholders acknowledge that corporate card transactions may be monitored, reviewed, and audited for legitimate business purposes. In jurisdictions where applicable data protection law (including GDPR) requires disclosure, this policy serves as notice that corporate card transaction data is processed by Nexthink for business expense management, financial control, and audit purposes.
Finance may at any time:
- Request additional documentation
- Restrict merchant categories (MCCs)
The company may restrict merchant categories including but not limited to gambling, cash advances, adult entertainment, cryptocurrency exchanges, money transfer services, and other high-risk merchant categories.
- Adjust spending limits
- Suspend or revoke card privileges
Where permitted by local law and with employee authorization where required, Nexthink may recover non-compliant charges through payroll deduction or other lawful recovery methods.
Cards with no business activity for six consecutive months may be reviewed and cancelled.
Cardholders should decline Dynamic Currency Conversion (DCC) and transact in local currency whenever possible to avoid unnecessary conversion fees.
Any entertainment, meals, travel sponsorship, or gifts provided to government officials, public sector employees, or representatives of state-owned enterprises require prior approval from Legal.
In the event of a Perk outage, emergency travel, or urgent operational need, cardholders must document the emergency circumstances and obtain retroactive approval from their manager and Finance as soon as reasonably practicable.
Failure to comply with this policy may result in:
- Revocation of corporate card privileges
- Reimbursement obligations
- Disciplinary action, up to and including termination
16.Policy Exceptions
Any exception to this policy must be approved in writing by Procurement prior to the expense being incurred, whenever reasonably possible. Approved exceptions must be documented within Expensify and attached to the relevant expense report.
17.Policy Administration & Review
This policy is owned by Procurement and will be reviewed annually (or more frequently if required by regulatory or operational changes).
Nexthink reserves the right to amend this policy at any time. Material changes will be communicated to all cardholders. Cardholders are responsible for complying with the most current version of this policy. The current version is available on the employee portal.
18.Related Policies & Resources
This policy should be read in conjunction with the following:
For questions about this policy, contact the Procurement team at procurement@nexthink.com
Acknowledgment: By accepting and using a corporate card, cardholders acknowledge that they have read, understood, and agree to comply with this Corporate Card Policy.