1 Policy Statement

The University may engage the services of a financial institution or industry recognised credit card provider for the provision of Corporate Credit Card (s) to the University.

This Policy defines the types of credit cards the University may issue and details the principles and procedures applying to all Corporate Credit Cards and those specific to each card type.

A University Corporate Credit Card must be used for official University business purposes only.

All Corporate Credit Card purchases will be in accordance with Queensland Government State Procurement Policy (2010), the Financial Accountability Act 2009 and the Financial and Performance Management Standard 2009 and the University’s Procurement and Purchasing Policy.

2 Principles

All University Corporate Credit Card provider services will be managed by a Credit Card Administrator (s) appointed by the Chief Financial Officer (CFO).

Corporate Credit Card holders are responsible for ensuring:

• Strict care over the custody and use of the card at all times and must ensure the card is not used by another person;

• Expenditure is in accordance with the relevant University Financial Delegation level and within card limits;

• Expenditure is in accordance with approved funding allocations (i.e. approved budget);

• The card is used for official University business purposes only and must not be used for personal use under any circumstances;

• They comply with all acquittal requirements for cardholders;

• They maintain an up-to-date knowledge of this Corporate Credit Card Policy; and

• They return their card to the University if they resign, are transferred to another Faculty or Department, or are transferred to a position in which the use of the card is no longer required.

Cardholders who contravene this Policy will accept liability for the charges incurred.

Non-compliance with the terms of this Policy may lead to disciplinary action.

The Chief Financial Officer may authorise the cancellation and/or request the return of a Corporate Credit Card, where they believe the card has been misused or is no longer required, or if the staff member is on extended leave from the University.

The University may issue four (4) types of credit cards, USQ Executive Cards, USQ Purchasing Cards, USQ Frequent Traveller Cards and USQ Travel Expense Cards.

All transactions and supporting documentation using a University Corporate Credit Card are open to regular review by Financial and Business Services staff to ensure accurate coding and recording of expenditure, to enable the preparation of the Business Activity Statement (BAS) and for Fringe Benefits Tax (FBT) reporting, and to ensure compliance with legislative obligations.

3 Procedures

3.1 USQ Executive Cards

3.1.1 Purpose of a USQ Executive Card

A USQ Executive Card may be issued to a senior executive staff member for University business expenses whilst on approved travel or for approved entertainment, in Australia or overseas, as a full replacement for per diem travel allowances, advances and expense reimbursement claims (except in countries/places where credit cards are not accepted).

The University will not pay for expenditure that is considered to be non-business or private in nature. This includes, but is not limited to:

• Travel, additional accommodation, meals, refreshments or entertainment costs of any accompanying ‘relative’ as defined by the Tax Act and examples include, the spouse of the person (either legal or defacto status), the parents, the aunts and uncles and their partners, the siblings and their partners and children, the children and grandchildren (both adopted and natural) and their partners.

• Tips or gratuities made in respect of hospitality provided in Australia. If employees wish to provide tips or gratuities it is to be at their own expense. Tips and gratuities may be made in international settings where it is culturally appropriate, but should normally be no more than 15% of the bill .

• Parking and traffic offences.

• Passport and/or visa applications.

• Child minding or baby-sitting fees, whilst travelling or entertaining unless specifically authorised in accordance with the University’s Expenditure Policy.

• Gifts for staff or guests, unless specifically authorised in accordance with the University’s Gift Policy.

• Cash Advances (with the exception of the Vice-Chancellor).

USQ Executive Cards will not be used for the purchase of all other goods and/or services, or travel services normally provided through the University’s Corporate Travel Office.

USQ Executive Cards will not normally be used for payments relating to the running of University motor vehicles, including fuel, repairs and maintenance. University vehicle fleet cards are issued for these expenses.

All other goods and/or services must be purchased by the designated Procurement Officer, Finance Officer or Travel Officer to ensure compliance with the University’s Procurement and Purchasing Policy and USQ Travel Policy.

3.1.2 Application for a USQ Executive Card

A request for a USQ Executive Card must be made in writing to the Chief Financial Officer and will include:

• The full name and position of the staff member card nominee;

• The reason for the application;

• If not already held, a request for the appropriate financial delegation (card related only);

• An indication of support for the application from the nominee’s organisational direct report supervisor; and the

• Maximum single transaction limit and maximum monthly limit (Refer Section 3.10 of this Policy).

The Chief Financial Officer will advise the Procurement and Contracts Supervisor (Credit Card Administrator - MasterCard) and the nominee, if the request for the card is approved, or if rejected, the reasons for the rejection.

For approved USQ Executive Cards, the Procurement and Contracts Supervisor will forward to the card nominee:

• The Corporate Card Application and Agreement form;

• The Corporate Card Authorisation Officer Agreement form;

• A copy of this Policy;

• The Corporate Purchasing Card New Cardholder Details, Commonwealth Bank form; and

• Details of the Financial and Business Services Shared Service Team, and designated Finance Officer (System Delegate), allocated to assist the senior executive code their credit card transactions and to receive and retain all documentation to substantiate the credit card transactions.

By completing and signing the application and authorisation forms, the nominee undertakes to adhere to this Policy and agrees that all credit card expenditure will be for official University purposes only, appropriate and justifiable, properly documented and open to scrutiny as required.

The card nominee will sign for and collect their USQ Executive Card in person, from the counter at Financial and Business Services, J Block Toowoomba Campus. For card nominees at other campuses/locations, Financial and Business Services staff will arrange one-off collections with the Cardholder.

3.1.3 Training for the Holder of a USQ Executive Card

When a USQ Executive Card holder collects their card from Financial and Business Services they will receive instructions on their responsibilities as a cardholder and a detailed USQ Executive Credit Card Information Sheet on the use, safe keeping and substantiation requirements for their University Corporate Credit Card.

3.1.4 Substantiation and Acquittal of a USQ Executive Card

The USQ Executive Card holder (Vice-Chancellor only) will acquit all cash advances in accordance with Section 3.5 of this Policy.

The USQ Executive Cardholder will reimburse all expenses deemed “not for business use” in accordance with Section 3.6 of this Policy.

The USQ Executive Cardholder will provide to their designated Finance Officer (Systems Delegate), within 10 days of each credit card transaction or trip end date, the following including:

• An original Tax Invoice detailing the purchase details and the transaction amount;

• Where the expenditure is for entertainment, or any expenditure falling into the broad category of entertainment, a fully completed Entertainment Form;

• Details of the Department Id and Project Number (if applicable); and

• Documentation supporting the acquittal of any cash advance (Vice-Chancellor only). (Refer Section 3.5 of this Policy).

3.2 USQ Purchasing Card

3.2.1 Purpose of a USQ Purchasing Card

A USQ Purchasing Card may be issued to a member of staff to facilitate the purchasing of low risk, low value goods and/or services.

USQ Purchasing Cards issued and retained, are subject to the following conditions:

• The cardholder is a Procurement Officer or Finance Officer for Financial and Business Services; or

• The cardholder is a Procurement Officer or Finance Officer for a department or section not supported by a Financial and Business Services Shared Service Team and the cardholder’s HR Position Description includes the duties of a procurement officer or finance officer for the purchasing of goods and/or services for that department or section; or

• The cardholder is a designated purchasing officer for a specific task within a department or section, and the cardholder’s HR Position Description includes this specific task and associated task purchasing duties.

USQ Purchasing Cards must be used for official University business purchases only and must not include:

• Cash advances.

• Staff travel and conferences (with the exception of 1 day travel).

• Goods and/or services whilst travelling overseas.

• Motor vehicle expenses, including fuel, repairs and maintenance, where a University vehicle fleet cards has been issued for these expenses and the supplier accepts the fleetcard.

• Assets or part thereof.

• ICT goods and/or services (Refer Section 3.15 of the University’s Procurement and Purchasing Policy

• Parking and traffic offences.

• Goods and/or services for personal use.

• Goods and/or services for resale (unless previously authorised by the CFO).

• Taxis.

• Deposits on goods and/or services (as Tax Invoices are not available).

• Prepayments on goods and/or services (where the supply commences in the following financial year).

• Tips and gratuities.

• Direct debit payments (unless previously authorised by the CFO).

• Purchases on EBay.

USQ Purchasing Card transactions must not exceed AUD$5,000 per transaction (including GST), and larger transactions must not be broken down into smaller components. For transactions greater than AUD$5,000 a University purchase order will be raised, in accordance with the University Procurement and Purchasing Policy.

The Chief Financial Officer may grant University Procurement Officers (Financial and Business Services) higher individual transaction limits as detailed in Section 3.10 of this Policy.

3.2.2 Application for a USQ Purchasing Card

A request for a USQ Purchasing Card must be made in writing to the Procurement and Contracts Supervisor (Credit Card Administrator - MasterCard) located in Financial and Business Services and will include:

• The full name and position of the staff member card nominee;

• An indication of support for the application by the nominee’s organisational direct support supervisor;

• The reason for the application, giving details of the nominee’s position title, duties to be undertaken using the card, anticipated volume of transactions and total monthly spend;

• Confirmation that the nominee’s position description requires the use of a credit card to perform their official duties; and

• A request for the appropriate purchasing delegation (card related only).

The Procurement and Contracts Supervisor will make a recommendation accordingly, to the Chief Financial Officer, based on the information provided in the application.

The Chief Financial Officer will advise the Procurement and Contracts Supervisor (Credit Card Administrator - MasterCard) and the nominee, if the request for the card is approved, or if rejected, the reasons for the rejection.

The Procurement and Contracts Supervisor will forward to the card nominee:

• The Corporate Card Application and Agreement form;

• The Corporate Card Authorisation Officer Agreement form;

• A copy of this Policy;

• The Corporate Purchasing Card New Cardholder Details, Commonwealth Bank form; and

• Confirmation of the scope and conditions of use of the card, where the card is issued for a specific task within a faculty or department.

By completing and signing the application and authorisation forms, the nominee undertakes to follow this Policy and agrees that all credit card expenditure will be for official University purposes only, appropriate and justifiable, properly documented and open to scrutiny as required.

The card nominee will sign for and collect their USQ Purchasing Card in person, from the counter at Financial and Business Services, J Block Toowoomba Campus. For card nominees at other campuses/locations, Financial and Business Services staff will arrange one-off collections with the Cardholder.

3.2.3 Training for a USQ Purchasing Card

Prior to collecting their USQ Purchasing Card the cardholder will undertake, as a minimum, the equivalent of Level P-A.1 (Purchasing Card only) Purchasing Training, provided by Financial and Business Services (Procurement) and Spendvision Training provided by Financial and Business Services (Systems).

3.2.4 Substantiation and Acquittal of a USQ Purchasing Card

For telephone orders, where the supplier requires confirmation, a Corporate Card Purchase Request Form should be completed and faxed to the supplier as evidence of the transaction.

Financial and Business Services Shared Service Teams may establish, with the written permission of a University Financial Delegate from the faculty and/or department they service, a standing authority to spend up to a nominated amount per transaction for small day-to-day administrative expenses such as stationery, morning tea supplies and general office consumables.

A USQ Purchasing Card holder will, within 10 days of each credit card transaction:

• On the receipt of an invoice, fully and correctly code the transaction in the University’s online Spendvision System;

• Request, retain and file all documentation to substantiate the credit card transaction, including any additional supporting documentation, as required. For example, where the expenditure is for entertainment, or any expenditure falling into the broad category of entertainment, a fully completed Entertainment Form; and

• At least monthly, ensure their credit card records and transaction summary is checked and signed-off by the cardholder’s supervisor and/or direct line University Financial Delegate.

Where a credit note has been issued by a supplier for items on an unpaid invoice, the credit note may be matched against the invoice and a ‘net’ payment made to the supplier using a USQ Purchasing Card.

Where a credit note has been issued by a supplier for items on a paid invoice, Procurement Officers and Finance Officers will request the supplier process the credit note as a credit transaction against the original credit card number.

At year end, a USQ Purchasing Card holder will ensure all transactions are fully and correctly coded before close of the financial year. If an invoice is unavailable prior to the close of the financial year, the USQ Purchasing Card holder will code the transaction based on available information and recheck/correct the coding, if deemed necessary, after receipt of the invoice.

A USQ Purchasing Card holder may also be nominated as the “System Delegate” for another card holder. The nominated System Delegate will, with assistance from the cardholder, substantiate and acquit all transactions in accordance with this section.

3.3 USQ Frequent Traveller Card

3.3.1 Purpose of a USQ Frequent Traveller Card

A USQ Frequent Traveller Card may be issued to a staff member for University business expenses whilst on approved travel, in Australia or overseas, as a full replacement for per diem travel allowances, advances and expense reimbursement claims.

USQ Frequent Traveller Cards issued and retained, are subject to the following conditions:

• The cardholder is deemed by the Corporate Travel Office to be a “Frequent Traveller”;

• The cardholder correctly codes all card transactions on the online Spendvison System and retains all documentation to substantiate the credit card transactions;

• The cardholder acquits all cash advances in accordance with Section 3.5 of this Policy;

• The cardholder does not hold a financial delegation, and therefore all expenditure must be supported by a properly authorised travel request form prior to the expense being incurred; and

• The cardholder’s direct report line University Financial Delegate manages the approval of all transactions on the online Spendvision System.

The University will not pay for expenditure that is considered to be non-business or private in nature. This includes, but is not limited to:

• Travel, additional accommodation, meals, refreshments or entertainment costs of any accompanying ‘relative’ as defined by the Tax Act and includes the spouse of the person (either legal or defacto status), the parents, the aunts and uncles and their partners, the siblings and their partners and children, the children and grandchildren (both adopted and natural) and their partners.

• Tips or gratuities made in respect of hospitality provided in Australia. If employees wish to provide tips or gratuities it is to be at their own expense. Tips and gratuities may be made in international settings where it is culturally appropriate, but should normally be no more than 15% of the bill.

• Parking and traffic offences.

• Passport and/or visa applications.

• Child minding or baby-sitting fees, whilst travelling or entertaining unless specifically authorised in accordance with the University’s Expenditure Policy.

• Gifts for staff or guests, unless specifically authorised in accordance with the University’s Gift Policy.

USQ Frequent Traveller Cards will not be used for the purchase of all other goods and/or services, or travel services normally provided through the University’s Corporate Travel Office.

USQ Frequent Traveller Cards will not normally be used for payments relating to the running of University motor vehicles, including fuel, repairs and maintenance. University vehicle fleet cards are issued for these expenses.

All other goods and/or services must be purchased by the designated USQ Procurement Officer, Finance Officer or Travel Officer to ensure compliance with USQ Procurement and Purchasing Policy and USQ Travel Policy.

3.3.2 Application for a USQ Frequent Traveller Card

A request for a USQ Frequent Traveller Card must be made in writing to the Corporate Travel Manager located in the Corporate Travel Office and will include:

• The full name and position of the staff member card nominee;

• An indication of support for the application by the nominee’s organisational direct support supervisor;

• The reason for the application, giving details of the nominee’s position title, duties to be undertaken using the card, anticipated number of University business trips per year; and

• Confirmation that the nominee’s position description requires the use of a credit card to perform their official duties whilst travelling.

The Corporate Travel Manager will make a recommendation accordingly, to the Chief Financial Officer, based on the information provided in the application.

The Chief Financial Officer will advise the Corporate Travel Manager, the Procurement and Contracts Supervisor (Credit Card Administrator - MasterCard) and the nominee, if the request for the card is approved, or if rejected, the reasons for the rejection.

The Procurement and Contracts Supervisor will forward to the card nominee:

• The Corporate Card Application and Agreement form;

• The Corporate Card Authorisation Officer Agreement form;

• A copy of this Policy;

• The Corporate Purchasing Card New Cardholder Details, Commonwealth Bank form; and

• Details of the Corporate Travel Officer designated to assist the frequent traveller code their credit card transactions and to receive all documentation to support their credit card transactions.

By completing and signing the application and authorisation forms, the nominee undertakes to follow this Policy and agrees that all credit card expenditure will be for official University purposes only, appropriate and justifiable, properly documented and open to scrutiny as required.

The card nominee will sign for and collect their USQ Frequent Traveller Card in person, from the counter at Financial and Business Services, J Block Toowoomba Campus. For card nominees at other campuses/locations, Financial and Business Services staff will arrange one-off collections with the Cardholder.

3.3.3 Training for a USQ Frequent Traveller Card

Prior to collecting their USQ Frequent Traveller Card the cardholder will undertake, as a minimum, Spendvision Training, provided by the Corporate Travel Manager, Corporate Travel Office.

The Corporate Travel Manager, Corporate Travel Office will also provide Spendvision training to the cardholder’s direct line report (Authorising Officer) to enable the online approval of all transactions using the Spendvision System.

3.3.4 Substantiation and Acquittal of a USQ Frequent Traveller Card

The USQ Frequent Traveller Card holder will, ensure that each transaction is in accordance with the University’s approved Travel Form for the trip, and within 10 days of the completion of each trip:

• Fully and correctly code the transaction in the University’s online Spendvision System;

• Collate all documentation to substantiate the credit card transaction, including any additional supporting documentation, as required. For example, where the expenditure is for entertainment, or any expenditure falling into the broad category of entertainment, a fully completed Entertainment Form;

• Documentation supporting the acquittal of any cash advance. Refer Section 3.5 of this Policy;

• Forward the supporting documentation to the Corporate Travel Office;

• Ensure their direct line University Financial Delegate (Authorising Officer) has reviewed, and where appropriate approved their card expenditure for that trip in the online Spendvision System; and

• Acquit all Cash Advances – in accordance with Section 3.5 of this Policy.

3.4 USQ Travel Expense Card

3.4.1 Purpose of a USQ Travel Expenses Card

A USQ Travel Expenses Card may be issued to a member of staff to facilitate the purchasing of travel and travel related goods and/or services.

USQ Travel Expense Cards issued and retained are subject to the following conditions:

• The cardholder is a Travel Officer for the Corporate Travel Office or, for travel and travel related services not supported by the Corporate Travel Office, the cardholder’s official position description includes the duties of a travel officer, with the specific task of purchasing travel and travel related services; and

• The cardholder does not hold a financial delegation, and therefore all transactions must be supported by a properly authorised travel request from or have been approved by an appropriate University Financial Delegate prior to the expense being incurred.

USQ Travel Expense Cards must be used for official University business purchases only and must not include:

• Cash advances.

• Motor vehicle expenses, including fuel, repairs and maintenance. (University vehicle fleet cards are issued for these expenses).

• Goods and services for personal use.

• Tips and gratuities.

• Parking and traffic offences.

• Direct debit payments (unless previously authorised by the CFO).

• Purchases on EBay.

3.4.2 Application for a USQ Travel Expense Card

A request for a USQ Travel Expense Card must be made in writing to the Corporate Travel Manager located in the Corporate Travel Office and will include:

• The full name and position of the staff member card nominee;

• An indication of the type of credit card required (AMEX or MasterCard);

• An indication of support for the application by the nominee’s organizational direct support supervisor;

• The reason for the application, giving details of the nominee’s position title, duties to be undertaken using the card, anticipated volume of transactions and total monthly spend; and

• Confirmation that the nominee’s position description requires the use of a credit card to perform their official duties.

The Corporate Travel Manager will make a recommendation accordingly, to the Chief Financial Officer, based on the information provided in the application.

The Chief Financial Officer will advise the Corporate Travel Manager (Credit Card Administrator – AMEX), the Procurement and Contracts Supervisor (Credit Card Administrator - MasterCard) and the nominee, if the request for the card is approved, or if rejected, the reasons for the rejection.

The Corporate Travel Manager and/or the Procurement and Contracts Supervisor will forward to the card nominee:

• The Corporate Card Application and Agreement form;

• The Corporate Card Authorisation Officer Agreement form;

• A copy of this Policy;

• The Corporate Purchasing Card New Cardholder Details form(s); and

• Confirmation of the scope and conditions of use of the card, where the card is issued for a specific travel related task within a faculty or department.

By completing and signing the application and authorisation forms, the nominee undertakes to follow this Policy and agrees that all credit card expenditure will be for official University purposes only, appropriate and justifiable, properly documented and open to scrutiny as required.

The card nominee will sign for and collect their USQ Travel Expense Card in person, either from the counter at Financial and Business Services, J Block Toowoomba Campus, for MasterCards or from the Corporate Travel Office, Q Block Toowoomba Campus for AMEX cards.

3.4.3 Training for a USQ Travel Expense Card

Prior to collecting their USQ Travel Expense Card the cardholder will undertake, as a minimum, Spendvision Training provided by the Corporate Travel Manager in the Corporate Travel Office.

3.4.4 Substantiation and Acquittal of a USQ Travel Expense Card

The USQ Travel Expense Card holder will, within 10 days of each credit card transaction:

• Fully and correctly code the transaction in the University’s online Spendvision System;

• Retain and file all documentation to substantiate the credit card transaction, including any additional supporting documentation, as required. For example, an Entertainment Form; and

• At least monthly, ensure their credit card records and transaction summary is checked and signed-off by the cardholder’s supervisor and/or direct line University Financial Delegate.

3.5 Acquittal of Cash Advances on a Corporate Credit Card

USQ Frequent Traveller Cards may be authorised to accept cash advances.

Cash advances are restricted to the limit of expected meals and incidental allowances, as per the USQ Travel Policy , and where actual travel expenses cannot be prepaid by the Corporate Travel Office.

These advances should be kept to a minimum, as there is no facility to exchange small amounts of overseas currency on return to Australia.

Overpayments of cash advance monies will be exchanged into Australian currency (AUD) by the traveller, and reconciled through the Spendvision System. The traveller will present the Australian currency to the Cashier, Financial and Business Services and the receipt will be coded to the Spendvision suspense account. A matching transaction (or portion thereof), must be coded to the same suspense account in the Spendvision System.

3.6 Reimbursement of a Corporate Credit Card Expense Deemed “Not For Business Use”

In the event that a Corporate Credit Card transaction, or part thereof, is not accepted as a University business expense, the cardholder must personally reimburse the University the amount plus any applicable GST. The cardholder will immediately pay these monies to the Cashier, Financial and Business Services and the receipt will be coded to the Spendvision suspense account. A matching transaction (or portion thereof), must be coded to the same suspense account in the Spendvision System.

Expenditure incurred by the University, deemed ‘not for business use’ and not reimbursed to the University immediately, will be deemed as a loss under Sections 21 and 22 of the Financial and Performance Management Standard 2009, and the Chief Financial Officer will investigate the reason for non-compliance with this Policy and may recommend disciplinary action under the University’s Policy on Disciplinary Action for Misconduct or Serious Misconduct.

Where the use of the Corporate Credit Card is a result of Official Misconduct under the Crime and Misconduct Act 2001 the Chief Financial Officer will report the matter to the Chief Operating Officer for action under the University’s Fraud and Corruption Control Management Policy.

3.7 Corporate Credit Cardholder Responsibilities

All Corporate Credit Cardholders must:

• Sign the credit card immediately on receipt.

• Adhere to the terms and conditions as stated on the Corporate Card Application.

• Ensure the safe custody of the credit card at all times.

• Only use the credit card for official University business purposes.

• Immediately report any lost or stolen Corporate Credit Card to the Credit Card Provider, and:

  • For MasterCards immediately advise the Contracts and Procurement Supervisor, Financial and Business Services.

  • For AMEX card immediately advise the Corporate Travel Manager, Corporate Travel Office.

• Immediately follow-up any disputed credit card charges and report these to the Credit Card Provider, and:

  • For MasterCards immediately advise the Finance and Payables Supervisor, Financial and Business Services.

  • For AMEX card immediately advise the Corporate Travel Manager, Corporate Travel Office.

• Ensure full details of the goods or services purchased are fully substantiated by Tax Invoices and/or invoices and/or receipts.

• Ensure additional supporting documentation, such as Entertainment Forms are fully completed.

• Reconcile and code all transactions in the Spendvision System or for USQ Executive Cards provide sufficient information for the Finance Officer (System Delegate) to perform this task.

• For USQ Frequent Traveller Cards, ensure they provide sufficient information to the Authorising Officer to review their transactions online, and enable them to adhere to the terms and conditions of the Corporate Card Authorising Officer Agreement.

• Ensure adherence to this Corporate Credit Cards Policy and the USQ Procurement and Purchasing Policy.

3.8 Record Keeping, Supporting Documentation and Online Credit Card Management System

The University has implemented the Spendvision System as its official credit card management system and all Corporate Credit Card transactions will be processed and maintained through this system.

Hard copy credit card statements will no longer be issued by the University’s Credit Card Provider for MasterCards.

It is the responsibility of the Cardholder and/or their Spendvision System delegate to ensure all transactions are reconciled with the supporting documentation and coded appropriately to the correct general ledger account, department and project codes and the GST and FBT are correctly recorded and/or identified. Sufficient explanation must also be provided in the description field to indicate the nature and purpose of the transaction for coding and audit purposes.

Where the transaction results in the purchase of a portable and attractive item this will be recorded in the Spendvision system in accordance with the Portable and Attractive Items Policy.

In exceptional circumstances, where no invoice is available to reconcile, the transaction should be deemed as GST free in Spendvision, and the cardholder will be required to complete a statutory declaration in place of the invoice, providing full details of the purchase and the circumstances regarding why an invoice is not available. This is an audit requirement to verify that the transaction was a valid University business expense.

On a regular basis Financial and Business Services (Systems) will notify a cardholder and/or their Spendvision System delegate when a transaction remains unprocessed for a period greater than 10 days. Should the transaction not be processed within 2 working days, the cardholder’s supervisor and/or the Spendvision System delegate’s supervisor will be notified that this Policy has been breached. If the situation is not remedied immediately the Chief Financial Officer may withdraw the use of the credit card.

Cardholders or their Spendvision System delegate must retain all supporting documentation and invoices for 7 years from the date of the transaction in accordance with the Public Records Act 2002, Financial Management section of the General Retention and Disposal Schedule for Administrative Records (GRDS), and for Taxation and Audit purposes.

3.9 University Credit Card Providers

The University has engaged the services of the following Corporate Credit Card providers for the following card usage:

3.10 Corporate Credit Card Limits

The Chief Financial Officer will establish a University Credit Card Facility Limit and Individual Cardholder transactional and/or monthly limits for each card type.

Monthly and transactional limits will be based on the anticipated usage and cardholders will not exceed these limits.

3.11 Credit Card Provider Award Points Systems

All award points generated by the use of University Corporate Credit Cards belong to the University and will only be redeemed, under instruction from the Chief Financial Officer, for official University business expenses.

3.12 Corporate Credit Card Maintenance of Records and Corporate Credit Card Administrator Responsibilities

The Chief Financial Officer will appoint a Credit Card Administrator (s) to manage the following duties including:

• Coordinating the requests for Corporate Credit Cards;

• Maintaining a current Register of all Corporate Credit Card holders, their full details and credit limits (as established for each card);

• Ensuring application forms supplied by the credit card providers are fully completed, signed, authorised and processed in accordance with the credit card provider’s instructions;

• Retaining copies of the completed application forms;

• Retaining copies of changes to individual transaction limits or monthly credit card limits;

• Ensuring applicants hold the appropriate purchasing delegation and/or have successfully completed the appropriate training in purchasing and credit card usage;

• Ensuring cardholders personally sign for their credit card at the time of collection, and also sign the credit card;

• Ensuring card holders who resign or leave from the University return their cards for cancellation and the Register is updated accordingly;

• Ensuring lost or stolen cards are cancelled and reported to the credit card provider as soon as possible after the loss has been reported by the cardholder and the Register is updated accordingly;

• Ensuring the blocking or cancellation of a card where fraudulent transactions are suspected (with or without the cardholder’s knowledge as required) and the Register is updated accordingly;

• Ensuring disputed transactions are reported to the Credit Card provider and are resolved, to the University’s satisfaction, in a timely manner; and

• Reporting to the Chief Financial Officer any misuse of a credit card that may be considered serious.

The Credit Card Administrator for the MasterCard is the Procurement and Contracts Supervisor, Financial and Business Services.

The Credit Card Administrator for the American Express Card is the Corporate Travel Manager, Corporate Travel Office.

3.13 Continuous Improvement in Corporate Credit Card Activities

The University’s Continuous Improvement Framework is inclusive of staff at all levels and is formed by the following principles:

• Delivers measurable improvement in critical end-to-end business processes.

• Improvements in services are focused on customer needs.

• Empowering frontline staff to develop solutions to problems and, in so doing, begins to change the culture.

• Involves multi-level, multi-functional teams of staff, thus breaking down barriers, developing relationships and allowing a share of best practice.

• Contributes significantly to the creation of a strong culture of learning and encourages creativity and risk-taking whilst stimulating challenge, innovation and change.

• Improvements are sustainable because they become embedded in operational procedures.

• Cost effective – solutions depend on creativity, not capital investment.

The Chief Financial Officer will adopt the ADRI cycle (Approach, Deploy, Results, Improve) of continuous improvement in the Corporate Credit Card activities of the University.

The Chief Financial Officer will encourage Procurement Officers and Finance Officers, and all staff who currently hold a Corporate Credit Card or require a card for their official duties, to:

• provide feedback on the issuing, use and reconciliation processes associated with the holding of a Corporate Credit Card.

• provide feedback on the outcomes of a using a Corporate Credit Card and their level of satisfaction.

• provide suggestions on how processes may be streamlined when issuing or using a Corporate Credit Card.

• be involved in workshops to discuss the acquittal requirements and responsibilities associated with holding a Corporate Credit Card.

• be involved in workshops that will share knowledge and provide background information on the framework in which the University manages its Corporate Credit Card activities.

The Chief Financial Officer will incorporate agreed outcomes from this continuous improvement initiative in the KPIs within the annual Corporate Procurement Plan, spend analysis and use of Corporate Credit Cards.

4 References

• Crime and Misconduct Act 2001

• Financial Accountability Act 2009

• Financial and Performance Management Standard 2009 (Sections 21 and 22)

• Public Records Act 2002,

• Financial Management section of the General Retention and Disposal Schedule for Administrative Records (GRDS: QDAN No 249 v.5).

• State Procurement Policy (2010)

5 Definitions

6 Other Policy Information