• Section 1 - Preamble
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Policy
• Section 5 - Procedure
• Applying for a University credit card
• Issuing University credit cards
• Training
• Cardholder responsibilities
• Advising changes in particulars
• Cash advance facility
• Acquittal
• Approval of credit card transactions
• Loss, theft and fraudulent transactions
• Disputed transactions
• Misuse of the University credit card
• Monitoring
• Applications for a University credit card following cancellation
• Cancelling a card
• Section 6 - Definitions

Section 1 - Preamble

(1) This Policy is effective from 20 October 2023.

Section 2 - Purpose

(2) This Policy sets out the responsibilities of University credit card holders and steps for the acceptable use of University credit cards by staff.

Section 3 - Scope

(3) This Policy applies to the use of University credit cards, including grant-related expenditure.

Section 4 - Policy

(4) This Policy should be read in conjunction with the Procurement policy and procedure.

(5) Staff holding a credit card 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 and travel expenses.

(7) Staff issued with a University credit card (the cardholder) can use the University credit card only:

1. for expenses that align with the University’s strategic objectives and business needs
2. in accordance with the principles for incurring expenditure (refer Business Expenses policy and Delegations policy)
3. ethically and in accordance with all University policies and procedures.

(8) University credit cardholders must:

1. take all reasonable measures to keep the card secure
2. obtain and retain appropriate supporting documentation for all transactions; and
3. ensure transactions are acquitted within relevant timeframes.

(9) The University will:

1. provide training to University credit cardholders
2. monitor and review credit card use.

Section 5 - Procedure

Applying for a University credit card

(10) Staff requesting a University credit card must complete the application form which must be approved in accordance with clause 12.

Issuing University credit cards

(11) A University credit card may only be issued to staff who:

1. hold an ongoing or fixed-term position. The University will not issue a credit card to honorary appointees, contractors, casual professionals, sessional academics, visiting staff or students
2. are not currently issued with a University credit card. Only one University credit card will be issued to a staff member at any one time
3. need to purchase minor items, urgent business supplies or incur business related expenses (including travel and entertainment) in the course of their duties.

(12) Applications for University credit cards cards need to be approved by an approver with a financial delegation at Band 1 to 8 as per the Delegations policy (ie Cost Centre Approver or above for the cardholder’s primary cost center, refer to the Deakin UniFi delegation matrix); and the Director, Finance Services and Support or nominee.

(14) A cardholder can request an ongoing or temporary change to their University credit card monthly or transaction limit by submitting the Corporate Credit Card Request form setting out:

1. the proposed monthly transaction limit; and
2. details on why the change is required.

(15) Changes in limits are approved by the Director, Finance Services and Support or nominee 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.

Training

(17) Cardholders must successfully complete the compliance training module on credit cards:

1. before a card is issued;
2. every two years; and
3. before a card is re-issued after being withdrawn for non-compliance.

Cardholder responsibilities

(18) The cardholder is responsible for all transactions on their credit card and to:

1. ensure use complies with University policy
2. obtain value for money on all purchases made
3. ensure there are sufficient funds available within the budget for all expenditure
4. ensure higher value transactions are not split across multiple payments to circumvent transaction limits
5. obtain tax invoices/receipts for all expenditure, where possible
6. acquit all transactions in accordance with this Policy
7. keep the University credit card secure and immediately report any loss, theft or fraudulent transaction
8. ensure the card is not used for personal expenditure
9. ensure card details are not retained on payment platforms linked to personal accounts.

(19) 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.

Advising changes in particulars

(20) Cardholders must advise creditcard@deakin.edu.au if:

1. they intend to leave/resign from the University
2. they take significant leave (greater than six months) (this will not impact re-application)
3. the card is no longer required due to a change of circumstances
4. there is a change of position or employment conditions
5. there is a change in cardholder particulars such as name and contact details.

Cash advance facility

(21) The cash advance facility is disabled on all University credit cards.

Acquittal

(22) Cardholders must acquit all transactions incurred on the University credit card by submitting the following in DeakinUniFi:

1. a robust memo or description of the transaction so that an independent person can easily understand why the transaction has taken place. For example:
   1. not sufficient: ‘morning tea’
   2. sufficient: ‘morning tea for D&I Geelong staff for RUOK day’
2. a valid tax invoice that shows that the transaction occurred and verifies that the transaction is a legitimate business expense. The cardholder must retain all documentation until the transaction has been approved.

(23) Where a tax invoice/receipt cannot be obtained or the original is lost, the cardholder must submit a Missing Tax Invoice/Receipt Declaration as supporting documentation. When purchasing online, particularly from overseas, a full tax invoice may not be provided – in these instances an order or email confirmation listing the company, purchase price and details of what has been purchased is sufficient.

(24) Acquittals must be completed in DeakinUniFi by the last day of the month after the transaction was incurred (i.e. any transactions in March, must be acquitted by the 30^th April).

(25) If acquittals are not completed by the prescribed deadline, the University credit card limit will be reduced to $1. If the cardholder:

1. completed the acquittal within a two month period of incurring the expenses the original credit card limit will be reinstated on the 10^th day of the month following the acquittal
2. does not complete the acquittal within two months of incurring the expenses their credit card may be cancelled.

(26) Where credit cardholders repeatedly fail to acquit expenditure in accordance with this Policy, the Director, Finance Services and Support may refer the matter as card misuse to the Chief Financial Officer, and the credit card may be cancelled.

Approval of credit card transactions

(27) Approvals are determined based on the cost centre information entered on the transaction. Approvals are routed to the relevant project manager and/or category manager (if applicable), before going to a financial approver.

(28) Approvals must be completed in DeakinUniFi in a timely manner. When authorising transactions, the approver must ensure all transactions are:

1. for legitimate and reasonable University business expenses
2. defensible and would withstand public scrutiny
3. would not be deemed personal expenses
4. comply with relevant University policies and procedures
5. properly described and indicate why the expense has been incurred and appropriate tax invoices/receipts (or Missing Tax Invoice/Receipt Declaration) are attached as required
6. aligned with the overall budget.

(29) Staff members must not approve any expenditure relating to their own expenses. Where costs relating to a manager are paid for on a subordinate staff member’s card, the manager cannot approve the expense report, and must add an appropriate additional approver to approve the expense report.

Loss, theft and fraudulent transactions

(30) Cardholders must take all reasonable measures to protect their University credit card from being lost, stolen or misused, and must not:

1. allow anyone else to use the card or transfer the card to other staff members or any other person. The only exception is when booking travel and other centrally booked travel related activities
2. share their PIN with anyone
3. use their card to make online purchases except 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.

(31) The cardholder must notify any loss, theft or suspected fraudulent use as soon as practical to the ANZ Bank by telephoning the number on the back of their card (1800 636 359) and by emailing creditcard@deakin.edu.au. 

(32) The cardholder will be held personally liable for any unauthorised use unless their card has been reported as lost or stolen.

(33) Once a report of loss, theft or fraud has been made to the ANZ Bank, 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.

Disputed transactions

(34) 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. ANZ will confirm the dispute with the cardholder via email. The email must be attached to the acquittal of the transaction in DeakinUniFi. 

Misuse of the University credit card

(35) The University does not tolerate the misuse of University credit cards.

(36) The University promotes a culture of honesty and integrity. Staff and associates must report:

1. any non-compliance with this Policy to the Director, University Financials
2. suspected fraud or corruption involving University credit cards to the Chief Financial Officer in accordance with the Fraud and Corruption Prevention and Control procedure.

(37) When personal expenditure is inadvertently charged to a University credit card, the cardholder must immediately take the following corrective action:

1. notify their manager on becoming aware of the error
2. personally reimburse the expenses and associated fees to the University within 30 days of the transaction; and 
3. when completing the acquittal, describe the transaction as a private expense and attach evidence of thereimbursement to the University.

(38) Failure to take corrective action may result in the University:

1. 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
2. refer the matter as misuse of a credit card to the Chief Financial Officer.

Monitoring

(39) The University will monitor credit card use.

(40) Internal Audit may review credit card transactions.

(41) If misuse or non-compliance with this Policy is detected, the Chief Financial Officer or nominee may:

1. reduce the cardholder’s card limit to $1 pending an investigation
2. refer the matter to Internal Audit 
3. cancel the staff member’s University credit card
4. require the cardholder to personally repay the costs incurred
5. take appropriate discipline measures in accordance with the Staff Discipline procedure
6. notify the police of criminal breaches.

(42) The Chief Financial Officer or nominee may withdraw or cancel a University credit card at any time.  

Applications for a University credit card following cancellation

(43) 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:

1. a stand down period of three months after cancellation has been completed
2. all previous outstanding transactions have been acquitted
3. written endorsement is provided by a member of the Senior Leadership Team responsible for the staff member’s cost centre (refer Delegations policy)

Cancelling a card

(44) Before cancelling a University credit card, the cardholder must acquit all outstanding transactions. 

Section 6 - Definitions

(45) For the purpose of this Policy:

1. cardholder: the staff member whose name appears on the University credit card.
2. payment platform: online payment service that stores credit card details for future payments.
3. tax invoice/receipt: supporting documentation that is provided when goods or services are purchased that contains the following information:
   1. name and address of the supplier
   2. description of goods/services supplied
   3. date of transaction
   4. amount paid
   5. amount of applicable taxes paid.
      1. EFTPOS dockets, order confirmations, booking confirmations, or emails are not valid tax invoices (refer to Finance Sharepoint for further details).
4. University credit card: a Deakin credit card issued from ANZ Bank in the name of the staff member, with a predefined monthly card and transaction limit. It is not a preloaded debit or EFTPOS card.