Credit Card Acceptance Form


Cardholder Agreement

This Cardholder Agreement is entered into between the undersigned employee (“Cardholder”) and Windstar Lines, Inc. (“Company” or “Windstar”) and pertains to any Company issued credit card (physical or virtual), including but not limited to Bank of America, BILL Spend & Expense (formerly DIVVY), EFS, Corporate Lodging and Enterprise Car Rental.

Background

Company credit cards are issued at the discretion of Windstar management to employees who are granted formal purchasing authority. The delegation of purchasing authority governs the use of a card as a tool for emergency use only. Any purchase made on a Company credit card, company portal, or vendor account must be for business purposes only and authorized by the Cardholder’s supervisor prior to use. Any unauthorized or personal charges on a Company credit card will result in a $100 processing fee to the Cardholder, in addition to the cost of the non-business or unauthorized item(s) charged. This will be automatically withdrawn from the Cardholder’s paycheck.

Ownership and Cancellation of the Credit Card

The Company credit card remains the property of Windstar. It may not be transferred, assigned, or used by anyone other than the designated Cardholder. The Cardholder is accountable for the transaction activity on the card. Windstar or the card sponsoring bank may suspend or cancel Cardholder privileges at any time for any reason. Upon a suspension or cancellation of Cardholder privileges, the Cardholder will surrender the Company credit card upon request to Windstar or any authorized agent of the Bank.

Credit Card Receipts

It is the Cardholder's responsibility to track and submit transaction receipts from the use of a Company credit card each time the card is used. Individual receipts are to be submitted using a TSS form or via the bill and expense app within 24 hours of the transaction being consummated. Failure to submit a credit card receipt(s), including the charter/movement and bus number, will be considered a violation of the Cardholder Agreement. Windstar must keep credit card statement data and proof of reconciliation, including receipts, on file for a period consistent with the record retention requirements of the law.

Typical disciplinary actions for missing receipts:

• 1st offense: Payroll deduction
• 2nd offense: Payroll deduction plus $100 processing fee
• 3rd offense: Payroll deduction plus $200 processing fee & termination of card privileges

Each charge is considered an offense. Three charges on same day = 1st + 2nd + 3rd offense.

Compliance with Policy and Violations

Violations of the Cardholder Agreement, or any Company policy regarding the purchase of goods or services, will be investigated and may result in disciplinary actions. Examples of card violations include but are not limited to:

• Purchase of items for non-business (personal) use (this includes incidental charges at hotels),
• Failure to return the Company credit card when an employee is reassigned or terminated, or upon the Company or sponsoring bank’s request,
• Failure to submit receipts substantiating credit card charges to the Windstar TSS System, or Bill Expense App
• Any other credit card uses or actions deemed detrimental to Windstar.

Disciplinary action for the above or any other violations includes a written warning, revocation of card privileges, cancellation, or delegation of purchasing authority, disciplinary action, termination, or criminal prosecution. Human error and extraordinary circumstances may be taken into consideration when investigating any violation of the Cardholder Agreement.

Windstar will consider the facts and circumstances of each incident when investigating and determining whether a violation of policy has occurred. Windstar will take the appropriate disciplinary action as permitted by State and Federal law, and Company policy.

Disputed Items

It is the Cardholder's responsibility to assist Windstar management with follow-up on any erroneous charges, returns, or adjustments to ensure proper credit is given on any subsequent statements.

Protecting the Credit Card

The Company credit card is valuable property which requires the proper treatment by the Cardholder to protect from misuse by unauthorized parties.

Validation and Safekeeping

A Cardholder is required to sign the Company credit card immediately upon receipt. The card should always be treated with the same care as personal credit cards, bankcards, cash, and checks. Keep your card(s) in an accessible, but secure location. Make sure the Company credit card is returned to you after each charge and verify that the returned card has your name on it.

When the Company credit card’s expiration date has passed, or you have received a new credit card, the Cardholder is required to return the older credit card to Windstar management for proper disposal.

Lost or Stolen Credit Cards

If the Cardholder’s Company credit card is lost or stolen, contact the sponsoring bank’s 24-hour toll-free phone number immediately, in addition to notifying your immediate supervisor.

By electronically signing this document, the Cardholder agrees to comply with all applicable Windstar policies and procedures and this Cardholder Agreement. When signed and accepted, this form acts to assign the formal delegation of purchase authority to a current employee to execute credit card purchases.

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Signature Certificate
Document name: Credit Card Acceptance Form
lock iconUnique Document ID: 8c58f3504d5097ec95e3c770391fd45d05ef999a
Timestamp Audit
August 23, 2022 1:39 pm CDTCredit Card Acceptance Form Uploaded by Windstar Lines - postmaster@gowindstarsafety.com IP 209.50.8.111
August 31, 2022 8:56 am CDTKevin Ertz - kevin@gowindstar.com added by Go Windstar Lines Hiring Manager - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
August 31, 2022 11:01 am CDTKevin Ertz - kevin@gowindstar.com added by Go Windstar Lines Hiring Manager - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
August 31, 2022 11:01 am CDTSara Espe - sara@gowindstar.com added by Go Windstar Lines Hiring Manager - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
January 4, 2023 9:06 am CDTKevin Ertz - kevin@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
January 4, 2023 9:06 am CDTSara Espe - sara@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
January 4, 2023 9:06 am CDTHiring Email - hiring@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
January 4, 2023 10:26 am CDTKevin Ertz - kevin@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
January 4, 2023 10:26 am CDTSara Espe - sara@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
February 10, 2023 2:46 pm CDTKevin Ertz - kevin@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
February 10, 2023 2:46 pm CDTSara - sara@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
February 20, 2023 3:27 pm CDTAdmin Email - admin@gowindstarsafety.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
February 20, 2023 3:27 pm CDTSara - sara@gowindstar.com added by Windstar Lines - admin@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
February 28, 2023 3:18 pm CDTAdmin Email - postmaster@gowindstarsafety.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 23.25.18.49
February 28, 2023 3:18 pm CDTSara - sara@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 23.25.18.49
August 22, 2023 12:57 pm CDTAdmin Email - postmaster@gowindstarsafety.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 97.68.197.198
August 22, 2023 12:58 pm CDTSara - sara@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 97.68.197.198
February 12, 2024 3:53 pm CDTAdmin Email - postmaster@gowindstarsafety.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.105.155.167
February 12, 2024 3:53 pm CDTSara - sara@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.105.155.167
October 15, 2024 12:40 pm CDTAdmin Email - postmaster@gowindstarsafety.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
October 15, 2024 12:40 pm CDTNatasha Klever - natasha@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
April 17, 2025 2:52 pm CDTAdmin Email - postmaster@gowindstarsafety.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
April 17, 2025 2:52 pm CDTNatasha Klever - natasha@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
April 17, 2025 2:52 pm CDTHaley Dress - haley@gowindstar.com added by Windstar Lines - postmaster@gowindstarsafety.com as a CC'd Recipient Ip: 209.50.8.111
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