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To set out the acceptable-use policy for corporate credit cards.

Responsible Officer: Chief Financial Officer
Implementation Officer: Director, Corporate Finance, Corporate Finance

First approved by:
Vice-Chancellor on 22 April 2013

Amendments approved by:
Vice-Chancellor on 24 May 2014
(amendments related to Cash Advances);

Vice-Chancellor on 30 July 2014
(amended version)



Credit Card Use Policy


This policy was approved by the Vice-Chancellor on 22 April 2013 and incorporates all amendments to 30 July 2014.
SCHEDULES
The policy has the following schedules:
Schedule A: Corporate Credit Card Agreement
PURPOSE

To set out the acceptable-use policy for corporate credit cards.

SCOPE

This applies to all credit card expenditure, including grant-related expenditure throughout the University.

DEFINITIONS

Laboratory consumables: dangerous, hazardous, biological or biochemical consumables or chemicals, excluding gases.

POLICY
1Staff issued with a corporate credit card are in a position of trust regarding the use of University funds. All transactions on the card must be for legitimate University business. Staff issued with a corporate credit card must act in accordance with the Code of Conduct, the Financial Delegations Policy and the Procurement Policy and Procedure.
Issuing corporate credit cards
2To apply for a corporate credit card, staff must complete and have approved a Corporate Credit Card Application form.
3Corporate credit cards will be issued in accordance with the Financial Delegations Policy.
4Recipients of a credit card must sign a Corporate Credit Card Agreement and return it to Corporate Finance to file and retain the agreement.
5Corporate credit card limits will be set to minimise risk to the University without constraining staff in effectively undertaking their roles.
6Limits for credit cards are set in the Financial Delegations Policy at $10,000 and transaction limits are set at $5,000. Increases to the credit card or transaction limits can be submitted for approval by the Director, Corporate Finance through the Credit Card Request form. Transaction limits can be set at a lower limit by the approving delegate or at the suggestion of the Director, Corporate Finance if appropriate for staff members’ roles.
7Only one credit card will be issued to each cardholder at any one time.
Corporate credit card use
8The corporate credit card is generally intended for business-related expenses while on University travel, business-related entertainment and for the purchase of minor or urgent supplies.
9Private and non-University business expenses are not permitted on corporate credit cards.
10Purchases using the credit card must be within the relevant approved budget.
11Purchases under $5,000 should be made using credit cards where possible. However the following are not permitted to be purchased using credit cards:
a)items where a contracted supplier contract exists, including general office supplies, information and technology equipment (see the Deakin suppliers website). Exceptions to the requirement to use a contracted supplier can be made by the Procurement Services Manager and listed on the Deakin suppliers website
b)fuel for fleet motor vehicles other than in an emergency situation where using a fuel card is not possible
c)personal expenses (including, but not limited to, washing of University motor vehicles, non-approved memberships or subscriptions, tips or gratuities other than for overseas travel where tipping is customary)
d)gifts for staff in excess of $100
e)laboratory consumables that require monitoring and registration via the purchase order system
f)non-business staff functions valued at more than $50 per person
g)donations or similar outgoings.
12Travel may be purchased with a credit card only through a contracted or preferred supplier (see the Travel Policy and Travel Procedure and the Deakin suppliers website).
13Staff members must not approve expenditure relating to their own expenses. For example, where a manager’s travel is paid for by a staff member’s credit card, the manager cannot approve the expenditure.
14Purchases must not be split into smaller transactions to circumvent expenditure or transaction limits.
15In the case of entertainment expenses, the most senior member present, who has a delegation for the budget for which the entertainment is approved, must pay the bill using their corporate credit card. If the card is used for any entertainment related expenses, an Entertainment Expense Declaration must be completed.
16It is the responsibility of the credit cardholder to obtain and retain appropriate supporting documentation for any transactions, so that evidence can be supplied verifying that the transaction is business related.
Cash advance facility
17The cash advance facility on University credit cards will be disabled on all cards. In exceptional circumstances the cash advance facility will be enabled but only where this has been approved by the relevant Faculty General Manager or Portfolio or Faculty Finance Manager.
18A new approval for enabling the cash advance facility is required for each and every trip. A card holder cannot use the one approval and apply this to every trip.
19Whilst travelling the card holder must obtain receipts where possible and acquit the cash that has been spent in the same way they would their normal credit card expenses.
20Any unspent cash must be converted back to Australian dollars at a bank. These excess funds must be paid back to the account code from which they were drawn via a phone payment (using the card holder’s own credit card or debit card) to the University’s cashier’s office. (Do not bank these funds at the ANZ bank back against your University credit card)
21Staff requiring reimbursement of expenditure must make a separate claim via TEMS. Staff are not permitted to reimburse themselves by withdrawing cash from an approved cash advance facility.
Internet purchases using a corporate credit card
22In making Internet purchases the cardholder should exercise caution. A credit card payment must only be made where the provider has encryption on their site – this can be established by checking if there is a padlock image at the bottom of the browser or in the address bar when visiting the merchant’s site.
Administration
23Approvals must be completed in the Travel and Expense Management System (TEMS) by the 30th day of the month. Approvers must verify that expenditure is in line with the requirements of this policy and ensure appropriate tax invoices/receipts are electronically attached. A report identifying those who fail to meet this deadline consistently will be prepared quarterly for the Chief Financial Officer (CFO) and sanctions (as outlined in clauses 43 and 44) may be imposed.
24Cardholders are responsible for promptly acquitting all transactions processed on their credit card. Acquittals must be completed in the TEMS by the 27th day of the following month. If acquittals are not completed in the TEMS by the 27th day of the following month the credit card limit will be reduced to $1 until the acquittal is completed. The credit card will then be withdrawn and cancelled if:
a)if after another 2 months the acquittal has still not been completed; or
b)if the acquittal is not completed as required three times within a six month period.
25Acquittals must include sufficient detail to allow the approver to understand the nature of the expense and why it was incurred. This includes a legible copy of supporting documentation and correct ledger coding information.
Sufficient Supporting Documentation
26It is the responsibility of the credit card holder to obtain sufficient supporting documentation (in English) from the supplier in relation to each purchase made on their credit card. This documentation must evidence that a transaction has been processed on the credit card and support the transaction as a valid business-related expense.
27Sufficient supporting documentation must be attached for each transaction as part of the credit card acquittal process. The details to be provided are (but not limited to):-name and address of the supplier, tax registration number of the supplier (if applicable), description of goods / services supplied, date of transaction, amount paid, date paid, method of payment, amount of applicable taxes paid etc
28Sufficient supporting documentation must be compliant with Goods and Services Tax (GST) requirements (for Australian-based supply) and contain relevant information to assess whether there are fringe benefits tax implications for the transaction.
29For Australian transactions, if a valid tax invoice is not provided by the supplier, Deakin may not be able to claim back the GST credit for the purchase. If this occurs, the full cost of the transaction including the GST component will be charged to the relevant organisational area.
30For all transactions with a value equal to or greater than $75 sufficient supporting documentation must be attached for acquittal purposes. The information provided below clarifies these requirements for all credit card transactions (including cash advances) whether the transaction is performed in Australia, overseas or via the internet.
In the case of
a)any transaction, a tax invoice / invoice from the supplier, embedded in an email received from the supplier is acceptable for acquittal purposes
b)international transactions, where the supplier does not provide an invoice and only a receipt is available, staff must provide sufficient information to verify that the transaction is related to a business expense. These details and the receipt must be attached for acquittal purposes
c)international transactions, where the supplier does not provide an invoice and where there is no receipt available, a duly executed statutory declaration containing sufficient information to verify that the transaction related to a business expense must be attached for acquittal purposes
d)international transactions, where the only available supporting documentation (tax invoice / invoice / receipt etc) is in a foreign language, a duly executed statutory declaration containing sufficient information to verify that the transaction is related to a business expense must be attached for acquittal purposes
e)internet purchases from a supplier operating as a business within Australia, a tax invoice from the supplier must be attached for acquittal purposes
f)internet purchases from an overseas supplier, where the supplier does not provide an invoice but does provide an order confirmation / booking confirmation the card holder must obtain a transaction receipt confirmation or a payment confirmation, that verifies the date of the purchase / payment, the vendor’s details, the item / service purchased and the amount charged to the credit card. These must be attached for acquittal purposes.
31For all transactions with a value equal to or greater than $75 sufficient supporting documentation must be attached for acquittal purposes. EFTPOS dockets, order confirmations, booking confirmations and emails in isolation are not valid tax invoices, invoices or receipts and will not be accepted for acquittal purposes.
32For all transactions with a value less than $75 sufficient supporting documentation must be attached for acquittal purposes. The information provided below clarifies these requirements for all credit card transactions (including cash advances) whether the transaction is performed in Australia, overseas or via the internet.
a)sufficient supporting documentation in accordance the above requirements attached will be accepted for acquittal purposes, or
b)sufficient supporting documentation in accordance with the above requirements with an EFTPOS docket attached will be accepted for acquittal purposes.
33In exceptional circumstances, where a valid reason is provided for not obtaining supporting documentation (tax invoice / invoice / receipt etc), a duly executed statutory declaration containing sufficient information to verify that the transaction is related to a business expense must be attached for acquittal purposes.
34The supporting documentation attached to a transaction must relate to the particular transaction being verified for acquittal purposes.
35In circumstances where the one attachment contains multiple supporting documents to several transactions, the claimant must clearly identify which page(s) relate to the transaction being verified for acquittal purposes.
Retention of documentation
36Sufficient supporting documentation must be scanned and attached to the expense management system as part of the credit card acquittal process. It is the responsibility of the credit card holder to ensure that this scanned document is legible, meets the criteria for sufficient supporting documentation above and is in an acceptable format (which is TIFF, PDF, PDA, JPEG and JPEG2000 only) when it is attached.
37The credit card holder is required to retain the electronic copy and the hard copy of the documents / receipts attached to the acquittal until the transaction has been approved in the expense management system. Then the credit card holder may discard the original electronic copy and the hard copy supporting documentation.
Private and non-University use of corporate credit card
38Private and non-University business expenses are not allowed on corporate credit cards.
39Where private or non-University business expenses are charged to a corporate credit card in error, the staff member must:
a)Notify their manager immediately on becoming aware of the error
b)Re-pay the expenses to the University, by contacting the Cashiers office and providing personal credit card details or by paying at the Cashiers office in person. The cashier will provide a receipt of the payment
c)List the expense as a personal expense when completing the acquittal and attach the receipt received from the cashier showing the payment has been made from the personal credit card.
40Any repayment of foreign currency private or non-University expenses must be made in Australian currency using the currency conversion rate that was used for the actual expense, as per the credit card statement.
41Any fees or penalties that are incurred in relation to a personal or non-University expense, as per the credit card statement, must be repaid along with the expense repayment.
Loss, misuse and disputes
42The credit cardholder is responsible for promptly lodging and resolving any credit card disputes with ANZ. If there is a credit card dispute the credit cardholder must also notify the TEMS Administrator, Corporate Finance, of the dispute.
43The card may be withdrawn or cancelled at any time at the discretion of CFO.
44The University has zero tolerance for misuse of corporate credit cards, including breaching the requirements of this policy or fraudulently using the credit card. If misuse or breach of the credit card use policy is detected, the CFO will sanction further action, including:
a)cancellation / withdrawal of the staff member’s corporate credit car
b)repayment of costs incurred by the credit cardholder
c)disciplinary processes, consistent with the staff discipline policy
d)notification to police for criminal breaches.
45The credit cardholder must notify the TEMS Administrator, Corporate Finance and ANZ Bank if the credit card is lost or stolen.
Applications for credit cards following withdrawal / cancellation
46If a staff member has had a corporate credit card withdrawn or cancelled in the past they may only be issued with a new corporate credit card with the approval of a person with a delegation level of GE4 or higher (refer Financial Delegations Policy).
Return of corporate credit cards
47When employment ceases, the credit cardholder must return the card to the TEMS Administrator, Corporate Finance, and acquit any outstanding credit card transactions, before the last day of employment.
48The credit cardholder must promptly return the credit card to the TEMS Administrator, Corporate Finance when directed to do so, or when it is no longer required due to a change of circumstances or a change of position.
Training
49The Director, Corporate Finance must ensure adequate training for corporate credit cardholders and staff approving credit card transactions.
ASSOCIATED INFORMATION

Code of Conduct
Corporate Credit Card Application
Deakin Suppliers website
Financial Delegations Policy
Guidelines for Use of University Vehicles
Procurement Policy
Procurement Procedure
Reimbursements Procedure
Staff Discipline Policy
Taxation Policy
Travel Policy
Travel Procedure



Printed copies of this document may not be current. Please refer to The Guide for the most recent version.
Deakin University 2015