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0. Properties - Meeting Date: Not specified - Meeting Type: Call - Note Type: Summary - Attendees: AMITY_SENDAMA, MICHAEL_CARLSON, SCOTT_WARNER 1. Meeting Summary We met to resolve two related operational issues: issuing corporate cards in TTS' name to support marketing and logistics spend, and establishing a feasible documentation and controls approach for high-volume shipping charges that are currently billed per transaction. Consensus: - We will request two additional TTS corporate credit cards, one for Rachel (Marketing) and one for Chad (Warehouse/Logistics). Cards will be corporate liability in TTS' name with the individual cardholder's name printed, same model as our existing cards. We will set up chargebacks to Sustainer where needed. - For marketing spend, Rachel will continue monthly receipt submission as she already does. Volume is manageable. - For logistics spend, uploading receipts for hundreds of shipments per month is not feasible. We will pursue a monthly transaction/activity statement process from providers and load those statements into AP similar to how we handle IT recurring charges. If statements are not available due to account tiering, we will document and seek an exception with defined compensating controls. - We will benchmark SoftStop's approach and get clarity on what internal audit has already approved, ideally in writing, before we cement a new process. If approval is not feasible, we will implement a documented, risk-based control set and be prepared to defend it in audit. Key compliance and risk points: - IRS substantiation rules require support for deductions; lack of documentation could be challenged. - California law considerations support issuing corporate cards rather than requiring personal card use. - We will balance practicality with control: monthly statements, reconciliation, and targeted reviews rather than per-transaction uploads for logistics. 2. Attendee List - AMITY_SENDAMA - MICHAEL_CARLSON - SCOTT_WARNER 3. Action Items - Michael Carlson - Coordinate with Barb to submit requests to Germany for two new TTS corporate cards: one for Rachel (Marketing) and one for Chad (Warehouse/Logistics). Confirm any required documentation and timing. - Michael Carlson - Align with AP on monthly-statement handling for these cards, mirroring the IT recurring-charge process, including statement loading and review workflow. - Michael Carlson - Meet with Chris onsite to confirm whether logistics providers can supply monthly transaction/activity statements and clarify account tier requirements for statement generation. - Michael Carlson - Connect with Kyle to document SoftStop's current practice for corporate cards and documentation, including any audit carve-outs approved by Dominic; obtain details in writing if possible. - Scott Warner - Draft a short exception proposal and control framework for logistics spend if monthly statements are not available, including reconciliation steps, sampling, and retention. Coordinate with Amity. - Amity Sendama - Partner with Scott to document the proposed process, risk rationale, and review controls to ensure charges are appropriate without per-transaction uploads. - Scott Warner - After Michael reports back on provider statements and SoftStop precedent, decide whether to proactively seek Dominic's approval or proceed with a documented exception and be prepared to defend in audit. - Rachel - Continue monthly receipt submissions for marketing charges once her TTS card is issued. - Chad - Use the TTS card for shipping and logistics charges once issued and follow the monthly statement reconciliation process. 4. Relevant Timelines - Card issuance requests - Submit immediately to Germany via Barb; timing dependent on issuer approval. - Provider statements - Chris is onsite today; Michael to confirm feasibility and account tier requirements as soon as possible. - SoftStop benchmarking - Michael to gather details from Kyle promptly; informs the exception path. - Exception decision - After inputs from Chris and Kyle, Scott to decide on the approval path with Dominic and the final control framework. 5. Additional Notes - Current state: two existing TTS corporate cards are in circulation (one with Matt, one with me). New cards will follow the same corporate liability model. - Logistics volume is hundreds of transactions per month; per-transaction substantiation is operationally impractical. - If we move forward with a statement-based approach, we must formalize controls: monthly reconciliation to statements, variance review, targeted sampling to underlying detail when available, and clear document retention. - We will challenge any directive that is not operationally viable and present a practical alternative with appropriate compensating controls.
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