CORPORATE CREDIT CARD POLICY QONTO
The use of the corporate credit card is subject to clear guidelines in order to ensure transparency, traceability, and compliance in accounting. The following sets out the principles, obligations, and exceptions in detail.
a) Principles of Use
Travel bookings must primarily be made via TravelPerk. Taxi rides should preferably be booked via Uber, Bolt, or FreeNow. Every single transaction made with the corporate credit card requires a complete and verifiable receipt.
All receipts must be uploaded no later than four weeks after the transaction. If receipts are not submitted, the missing amount must be reimbursed privately by the cardholder. For all questions and coordination relating to receipt management, Marianna Jaschke serves as the central point of contact.
Cardholders are responsible for complying with these guidelines at all times and for submitting receipts within the specified deadlines.
b) Hospitality Receipts
Special requirements apply to hospitality expenses. Hospitality must always involve at least two people. The receipt must include specific information: for invoices of €250 or more, the full company address is mandatory to be printed on the receipt. In addition, the date and location of the hospitality, the full names and companies of the guests, the purpose of the hospitality, and the total amount including tip must be stated. The receipt must also be signed and dated by the host.
The purpose of the hospitality must be described in sufficient detail to make the business context clear. General terms such as “meeting,” “catch-up,” or “dealflow meeting” are not acceptable reasons and will not be recognized. Likewise, minibar consumption, food purchases at bakeries or similar vendors for personal use, as well as meals for a single person (lunch or dinner), are not considered hospitality expenses. In these cases, the standard travel allowance applies.
c) Hotel Invoices
Hotel stays must primarily be booked via TravelPerk. Only in justified exceptional cases may the corporate credit card (Qonto) be used for hotel bookings. Each hotel invoice must include the company address. Minibar expenses are not covered and must be paid privately by the employee.
d) Rail and Taxi Fares
Taxi rides must primarily be booked through Uber, FreeNow, or Bolt. Each ride must document the starting point and destination in the system or on the receipt. Train tickets should preferably be booked digitally and submitted as PDF receipts. The corporate credit card may only be used for taxi or train bookings in justified exceptional cases, with priority given to the platforms mentioned above.
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