A dated copy of the official terms, a board resolution identifying the framework chosen, and an agreement with the employee covering separation, transfer and the sale of the company. Nothing should be paid on the basis of a verbal summary.
Paper the decision as carefully as any acquisition
A company that would not buy a vehicle without a signed agreement should not make a payment to a foreign treasury without one. The internal record should include the official page and FAQ printed with the date and time, a memorandum identifying whether the corporate or individual framework applies and why, a board or shareholder resolution authorizing the fee and the gift, and a schedule of all amounts including per-person family fees and gifts. The agreement with the director should state who pays each amount, whether any of it is a loan or a taxable benefit under Canadian and U.S.
tax law, what happens if she leaves within a set period, whether the company may transfer the card to another employee and on what notice, and what happens if the company is sold. A Mount Pearl accountant and a tax adviser should review the arrangement, because the tax treatment of a corporate gift made on an employee's behalf is not something the immigration page addresses. Keep every receipt and confirmation.