Airline Club & Frequent Flyer Memberships

Must not be purchased on cards as they are managed centrally by Finance Unit. For further information click here.

Auction Purchases

All traditional and online auction sales, including but not limited to, eBay and Grays online.

Direct Debits

Automatic Periodic Debit authorities for payments to external parties using a University credit card.

Capital Expenditure

Where deemed a Fixed Asset under the University Fixed Asset Policy.

Excessive Volumes of Transactions

Where the volume of credit card transactions undertaken cannot be reasonably justified and is disproportionate to the Cardholder's role and performance of duties.

Fines

Fines of any description, such as library, parking or speeding fines.

Entertainment not related to approved University expenditure (e.g. family and friends).

Non Compliance with Contracted Suppliers

Purchasing goods and services from alternate suppliers where contracted supplier arrangements exist.

Insurance

Travel Insurance, Personal Insurance policies, including professional indemnity for work outside normal University duties, or involving private outside earnings.

Personal Transactions

Where an expense incurred comprises both official University Business and personal expenditure, the personal expenditure must be paid separately by the Cardholder and only the portion that relates to the University can be charged to the card. Alternatively the staff member can pay the full cost personally and seek reimbursement of the University portion.

Student Fee Payments

An internal payment request must be used for these transactions.

Subscriptions

To sporting bodies or fitness clubs, golf clubs or other bodies that are not required to carry out University business.

UniSA Staff tuition fees

Staff must refer to the Study Assistance guidelines.

Unsecured Websites

Transactions must only be undertaken on secure websites. Cardholders should look for an icon of an unbroken key or closed lock in the browser window. If either sign is not visible or apparent, or if a broken key or an open lock appears, the security protocol SSL is not working to protect the transaction. If the merchant cannot be confirmed as reputable and/or the site cannot be confirmed as secure, the purchase must not proceed.

Weekend/Leave Periods

The card must not be used on weekends or when a cardholder is on leave unless the expenditure is directly associated with University business.

Airfares

Only in accordance with Travel Guidelines (strictly not when UniSA's contracted Travel Service Providers are expected to provide the booking service).

Clothing

Only where covered by employment conditions e.g. safety clothing, uniforms.

Chemicals and/or Dangerous Goods

Only to be paid by card for once-off purchases, due to OH&S requirements. For further information click here.

Computer Equipment

Only for incidental computer peripherals and supplies not covered by preferred supplier agreements.

Fuel Purchases

Only for hire cars and new University vehicles waiting issue of a fuel card. Note: Where a staff member has approval to use their own private vehicle on official University business, reimbursement is on the cents per kilometre rate per set by the Australian Taxation Office rate.

Gifts

Only for official University business. FBT may apply if the value exceeds $300 or is regarded as 'entertainment'.

Meals

Only during official University business travel.

Preferred Supplier Agreements

Only be used to make payments to preferred suppliers where payment by credit card has been explicitly specified in the Preferred Supplier Agreement.

Professional Membership Subscriptions

Only permitted where it is part of a staff member's employment contract and/or where it can be shown the membership is essential for the performance of the staff member's duties and approval has been given by the Cardholder's Approving Manager who has a Vice Chancellor's Authorisation Authority Band 5 or higher.

Replacement of damaged luggage not covered by travel insurance

Only when approved by the Approving Manager per the Travel Guidelines. Value exceeding $300 is subject to FBT.

Tours

Only while Cardholders are carrying out University business.