(1) This Policy is effective from 5 January 2023. (2) This Policy sets out the responsibilities of University credit card holders and steps for the acceptable use of University credit cards by staff. (3) This Policy applies to the use of University credit cards, including grant-related expenditure. (4) This Policy should be read in conjunction with the Procurement policy and procedure. (5) Staff are in a position of trust regarding the use of University funds. (6) The University may issue a University credit card to eligible staff for the payment of legitimate and reasonable business expenses. (7) Staff issued with a University credit card (the cardholder) can use the University credit card only: (8) University credit cardholders must: (9) The University will: (10) Staff requesting a University credit card must complete the application form which must be approved in accordance with clause 12. (11) A University credit card may only be issued to staff who: (12) Applications for University credit cards will be approved as follows: (13) University credit card limits will be based on an appropriate amount for the level of expenditure that the cardholder will incur. (14) A cardholder can request an increase in their University credit card monthly or transaction limit by submitting the Corporate Credit Card Request form setting out: (15) Limits can be set at a lower or higher limit if approved by the Director, Finance Services and Support or delegate and will be based on an appropriate amount for the level of expenditure that the role will incur. (16) The Director, Finance Services and Support or delegate may cancel cards which are inactive for six months or more. (17) The Director, Finance Services and Support or delegate will provide training for all cardholders and staff who approve University credit card transactions. (18) Cardholders must successfully complete the compliance training module on credit cards: (19) The cardholder is responsible for all transactions on their account and to: (20) Cardholders must advise creditcard@deakin.edu.au if: (21) The cash advance facility is disabled on all University credit cards and must not be used without approval. (22) Cardholders can request approval to use the cash advance facility from the relevant manager and the Director, Finance Services and Support. The relevant manager and the Director, Finance Services and Support may approve a request to use and enable the cash advance facility only: (23) The cardholder must obtain a new approval for enabling the cash advance facility for each and every instance that a cash advance is required. (24) Cardholders who use the cash advance facility must: (25) Cardholders must return any unspent cash advances to the University in AUD via the E-Store. Cardholders must not deposit these funds back against the University credit card. (26) Staff must not reimburse themselves by withdrawing cash from an approved cash advance facility. (27) Cardholders must acquit all transactions incurred on the University credit card by submitting the following in DeakinUniFi: (28) Acquittals must be completed in DeakinUniFi by the 20th day of the month after the transaction was incurred (i.e. any transactions in March, must be acquitted by the 20th April). (29) If acquittals are not completed by this time, the University credit card limit will be reduced to $1 until the acquittal is completed. The University credit card will be cancelled if: (30) Where the transaction has taken place on an online auction website or using a payment service e.g. PayPal, the memo or description included must be robust so that an independent person can readily understand why the transaction has taken place. For example: (31) For Australian transactions, the cardholder must obtain a valid tax invoice from the supplier. Where a tax invoice can’t be obtained or the original is lost, the cardholder must submit a statutory declaration for any transactions with a value greater than $75. If the audit requirements of the Funding Agreement or the Grant Agreement require the acquittal to contain full supporting documentation, this does not apply. (32) EFTPOS dockets, order confirmations, booking confirmations or emails in isolation will not be accepted for acquittal purposes. If a valid tax invoice is not available, the supporting documentation provided must show the following information: (33) Approvals are determined based on the cost centre information provided in the acquittal. Approvals are routed to the relevant project manager and/or category manager (if applicable), before going to a financial approver. (34) Approvals must be completed in DeakinUniFi by the last day of the month following when the transaction took place i.e. all transactions for April must be approved by the end of May. When authorising transactions, the approver must ensure all transactions are: (35) Staff members must not approve any expenditure relating to their own expenses. Where costs relating to a manager are paid for on a staff member’s University credit card, the manager cannot approve the expense report, and must add an appropriate additional approver to approve the expense report. (36) Cardholders must take all reasonable measures to protect their University credit card from being lost, stolen or misused, and must not: (37) The cardholder must notify any loss, theft or suspected fraudulent use as soon as practical to the issuing financial institution by telephoning the number on the back of their card (1800 636 359) and by emailing creditcard@deakin.edu.au. (38) The cardholder will be held personally liable for any unauthorised use unless their card has been reported as lost or stolen. (39) Once a report of loss, theft or fraud has been made to the issuing financial institution, the card will be cancelled and a replacement card organised. The cardholder must also contact local police to file a report if theft or fraud is suspected. (40) The cardholder is responsible for promptly lodging and resolving any University credit card disputes. Cardholders are required to call the ANZ bank on 1800 032 481 to lodge the dispute and obtain a reference number. ANZ will confirm the dispute with the cardholder via email and the email must be attached to the acquittal of the transaction in DeakinUniFi. (41) The University does not tolerate the misuse of University credit cards. (42) The University promotes a culture of honesty and integrity. Staff and associates must report: (43) University credit cards must only be used for legitimate and reasonable business expenses. When personal expenditure is inadvertently charged to a University credit card, the cardholder must immediately take the following corrective action: (44) Failure to take corrective action can result in the University taking measures to recover monies owed via deduction from salary payments or from any payment of leave entitlements upon termination of employment, or any other method of recovery deemed necessary by the University. (45) For entertainment expenses, the most senior cardholder present, with a delegation over the budget for the entertainment, must incur the expenditure on their credit card. (46) The University will monitor credit card use. (47) Internal Audit may review credit card transactions. (48) If misuse or non-compliance with this Policy is detected, the Chief Financial Officer or nominee may: (49) The Chief Financial Officer or nominee may withdraw or cancel a University credit card at any time. (50) The Chief Financial Officer or nominee may approve the issuing of a new University credit card to a staff member who has had their card cancelled due to non-compliance with this Policy, providing: (51) Where a new University credit card is approved in accordance with clause 50, the cardholder will have a 12 month probationary period. If the cardholder fails to acquit their card at any time during this probationary period, their card will be cancelled and the cardholder can not reapply for a University credit card for 12 months. (52) Before cancelling a University credit card, the cardholder will: (53) For the purpose of this Policy:Credit Card policy
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Top of PageSection 5 - Procedure
Applying for a University credit card
Issuing University credit cards
Credit card limit
Approver
$1,000 or less
the Cost Centre Approver, Senior Manager, Director or Senior Director of the cardholder’s primary cost centre
$1,001-$10,000
the Cost Centre Approver, Senior Manager, Director or Senior Director of the cardholder’s primary cost centre; and
the Director, Finance Services and Support or delegate
$10,001 or more
the Senior Manager/Director of the cardholder’s primary cost centre; and
the Director, Finance Services and Support or delegate
Training
Cardholder responsibilities
Advising changes in particulars
Cash advance facility
Acquittal
Approval of credit card transactions
Loss, theft and fraudulent transactions
Disputed transactions
Appropriate use and misuse
Monitoring
Applications for a University credit card following cancellation
Cancelling a card
Top of PageSection 6 - Definitions
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(The Finance SharePoint sets out information on acceptable supporting documentation, and Goods and Services Tax (GST) and Fringe Benefits Tax (FBT).)