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Credit Card policy

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Section 1 - Preamble

(1) This Policy was approved by the Vice-Chancellor on 15 October 2015.

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Section 2 - Purpose

(2) This Policy sets out the acceptable use of University credit cards by staff.

(3) This Policy must be read in conjunction with the Credit Card procedure.

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Section 3 - Scope

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

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Section 4 - Policy

(5) Staff issued with a University credit card are in a position of trust regarding the use of University funds and are required to use the card ethically and in accordance with all relevant university policies and procedures. All transactions on the University credit card must be for legitimate University business. Staff issued with a University credit card must familiarise themselves with the details and act in accordance with this policy and the:

  1. Credit Card procedure
  2. Code of Conduct
  3. Financial Delegations policy
  4. Prevention and Control of Fraud and Corruption Procedure
  5. Procurement policy
  6. Procurement procedure
  7. Travel policy
  8. Travel procedure.

(6) Credit cards represent a more efficient means for the purchase of low value, practical and urgent goods and services. Typically, the use of credit cards is intended for business-related expenses while on University travel, business-related entertainment and for the purchase of minor or urgent business supplies.

(7) Limits for University credit cards are set in the Financial Delegations policy at $10,000 and transaction limits are set at $5,000. Increases to the University credit card or transaction limits will require additional justification to be submitted to the Director, Corporate Finance for consideration and approval, 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.

(8) It is the responsibility of the cardholder to obtain and retain appropriate supporting documentation for any transactions, so that evidence can be supplied verifying that the transaction is business related. The Credit Card procedure addresses what constitutes sufficient supporting documentation for all transactions.

(9) Staff members must not approve any expenditure relating to their own expenses. Where a manager's travel is paid for on a staff member's University credit card, the manager cannot approve the expenditure.

(10) Purchases using a University credit card must be within the relevant approved budget.

Qualifying for a University credit card

(11) Staff meeting the following criteria may be issued a University credit card. These staff:

  1. are engaged in an on-going or fixed term position or
  2. occupy a position that has a regular and demonstrated need to purchase goods and services within their organisational unit or is required to travel regularly on behalf of the University within Australia or overseas.

(12) The University will not issue a credit card to honorary appointees and contractors.

Issuing University credit cards

(13) An application for a University credit card will be approved in accordance with the Financial Delegations policy.

(14) Completion and approval of the Credit Card Application form and the Credit Card Agreement (Schedule A of the Credit Card Procedure), is required prior to a credit card being issued. The signed Credit Card Agreement and the approved Credit Card Application form must be returned to Corporate Finance where they will be retained.

(15) Only one University credit card will be issued to each staff member at any one time.

Prohibited credit card use

(16) Private and non-University business expenses are not permitted on University credit cards.

(17) Purchases must not be split into smaller transactions to circumvent expenditure or transaction limits.

(18) Purchases using dynamic currency conversion (DCC) are not permitted on University credit cards.

(19) The University credit card is not transferable to other University staff or any other person.

Misuse

(20) The University has zero tolerance for misuse of University credit cards. Any breach of the University Credit Card Policy and Procedure, will be referred to the Director, Corporate Finance.

(21) Consistent with the provisions of the Prevention and Control of Fraud and Corruption Procedure, suspected cases of fraud or corruption involving credit cards are to be reported to the Chief Financial Officer, as the responsible officer for the management of the University's internal control framework that covers fraud and corruption prevention and control.

(22) If misuse or breach of the University credit card policy is detected, the Chief Financial Officer will sanction further action, including:

  1. cancellation / withdrawal of the staff member's University credit card
  2. repayment of costs incurred by the University credit cardholder
  3. disciplinary processes, consistent with the Staff Discipline policy
  4. notification to the police for criminal breaches.

(23) The University credit card may be withdrawn or cancelled at any time at the discretion of Chief Financial Officer.

(24) The University credit cardholder is responsible for promptly lodging and resolving any University credit card disputes with ANZ. If there is a University credit card dispute the University credit cardholder must also notify the expense management system Administrator, Corporate Finance, of the dispute.

(25) The University credit cardholder must notify the expense management system Administrator, Corporate Finance and ANZ Bank if the University credit card is lost or stolen.

Training

(26) The Director, Corporate Finance, must ensure adequate training for University credit cardholders and staff approving University credit card transactions.

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Section 5 - Procedure

(27) Refer to the Credit Card procedure.

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Section 6 - Definitions

(28) For the purpose of this Policy:

  1. Dynamic currency conversion (DCC): when credit cardholders are travelling overseas and are undertaking a transaction in foreign currency, (eg at an automated teller machine or at a supplier etc), they are sometimes provided with an option to have the transaction converted to Australian dollars at the source and charged to the University credit card in Australian dollars rather than in the foreign currency. If you choose the option (Dynamic currency conversion) to have the transaction converted to Australian dollars at the source this causes Deakin to incur additional charges.
  2. Expense management system: the system in which cash reimbursements, cash advances on University credit cards and all other transactions on University credit cards are acquitted — currently referred to as the Travel and Expense Management System (TEMS).