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Credit Card Responsibilities

 

Responsibilities of a Cardholder

Responsibilities of an Approving Manager

Suspension or Withdrawal of Credit Cards or Sub-Delegations

Definitions of Terms Used

 

 

Responsibilities of a Cardholder

1. Cardholders must (i) accept and abide by the Conditions of Use stated in the University Credit Card application form; and (ii) comply with Credit Card Procedures.
2. University credit cards must only be used by the authorised Cardholder. Cardholders are responsible for the security and safeguarding of their University credit card and must not disclose card details for use by another staff member or individual.  
3. The University credit card is strictly for Reasonable University Expenditure and must not be used to acquire goods and/or services for private use or personal gain.
4. Cardholders must not incur expenditure for goods and/or services which are detailed on the Prohibited Transactions List.
5. Cardholders must obtain prior approval from their Approving Manager to commit expenditure on their University credit card. Issue of a University credit card to a staff member does not imply expenditure authority or authorisation unless accompanied by a VCA delegation or sub-delegation.  Notwithstanding VCA delegation or sub-delegation, some expenditure still requires prior approval each time the activity is undertaken, for example travel.
6. A Cardholder must not purchase goods and/or services that are disproportionate in worth to the University or generally considered excessive with reference to comparable prices for like goods and services.
7. Cardholders must not split or spread higher value transactions to circumvent card limits or the Procurement Guidelines.
8. Cardholders are required to acquit all credit card transactions within 30 days from the transaction date.
9. All transactions must be accompanied by appropriate documentation (such as a Valid Tax Invoice) and attached to the ProMaster Document Control Report.  Lost or incomplete documentation requires completion of a Declaration Regarding Unavailable Documentary Evidence Form (FS56) approved by the Cardholder's Approving Manager (or nominee).
10. The Declaration Regarding Unavailable Documentary Evidence Form (FS56) must be included with other expenditure documentation accompanying the ProMaster Document Control Report.
11. Cardholders cannot delegate accountability or the signing of documentation relating to credit card expenditure and acquittal.  However, an Approving Manager may assign the task of acquitting transactions in ProMaster on behalf of the Cardholder to support staff.
12. In the event of resignation or termination of duties from the University, the Cardholder must acquit all expenditures and surrender their card to the Approving Manager prior to leaving employment.
13. Where there are multiple Cardholders present at a meal or entertainment, expenditure is to be incurred on the most senior staff member's University credit card.
14. Breaches of this policy by the Cardholder can be deemed to be misconduct or serious misconduct and may result in disciplinary action in accordance with the relevant industrial instrument.

 

Responsibilities of an Approving Manager

1. Approving Managers are required to monitor card activity and fully satisfy themselves of the appropriateness of all expenditure by Cardholders under their supervision.
2. Approving Managers must not delegate responsibility to another person for approval of credit card expenditure of Cardholders under their supervision, unless that person is officially authorised through the VCA delegation or sub-delegation process.
3. Approving Managers must not approve expenditure for goods and/or services which are detailed on the Prohibited Transaction List.
4. Approving Managers must  only approve the purchase of goods and services that are  Reasonable University Expenditure.
5. Approving Managers must not approve the purchase of goods and services that are disproportionate in worth to the University or generally considered excessive with reference to comparable prices for like goods and services.
6. Approving Managers must ensure University credit cards are surrendered to them upon withdrawal of card or cessation of employment for Cardholders under their supervision.
7. Approving Managers must not approve expenditure for their own benefit or gain.
8. Failure to appropriately manage Cardholders under the supervision of Approving Managers may result in disciplinary action in accordance with the relevant industrial instrument.

 

Suspension or Withdrawal of Credit Cards and Sub-Delegations

A University credit card or sub-delegation under the Credit Card Policy may be suspended or withdrawn by the Director: Finance (or  nominee) in any of the following circumstances after consultation with the Cardholder's Approving  Manager and SMG Member:

1. Non-compliance with this Policy and/or Conditions of Use.
2. Misuse by the Cardholder including unacceptable or inappropriate expenditure.
3. Continued failure to acquit expenditure in accordance with this Policy.
4. The nature of the Cardholder's role/position changes.
5. The Cardholder's Approving Manager or Director: Finance deems there is no further business requirement for a University credit card or the sub-delegation.
6. Historically infrequent use and minimal demonstrated need for ongoing requirement for a University credit card.

 

Definitions of Terms Used

Term	Definition
Approving Manager	The staff member responsible for monitoring and approving credit card activity of Cardholders under their management supervision.
Capital Expenditure	Expenditure which relates to the purchase of items deemed an asset under the University Fixed Asset Policy.
Cardholder	The staff member whose name appears on the University credit card.
Corporate Card	Issued to staff members identified as requiring a card for the purposes of facilitating Travel and Entertainment while undertaking University business.
Eligible Staff	Continuing or fixed term staff members occupying positions that (i) require regional, interstate or overseas travel more than twice a year; and/or (ii) have a regular and demonstrated need to purchase goods and services on behalf of the University.
Endorsing Manager	A staff member with a Vice Chancellor's Authorisation Authority Band 5 or higher within the applicant's Division, Institute or Unit.
Excessive Purchasing Transactions	Where the volume of credit card transactions undertaken by the Cardholder cannot be reasonably justified and is disproportionate to their role and performance of duties.
Fringe Benefits Tax (FBT)	FBT is a tax imposed on the University when providing benefits to staff. It is particularly relevant for those expenses of a private nature or expenses where the University does not hold evidence of business use. Where FBT applies to an expense, the cost of that expense increases by 96% (where subject to GST) or 87% (for GST-free/non-taxable items).
Low Value Goods and Services	Goods and services where the total price does not exceed $2,000.
Private Expense	Any expense incurred which is non University business related.
ProMaster	The University's Expense Management System to manage the acquittal of credit card transactions, staff reimbursements and cash withdrawals.
Purchasing Card	Issued to staff members identified as having a demonstrated need to purchase goods and services on behalf of the University.
Reasonable University Expenditure	Expenditure where the Cardholder is able to fully justify both the purpose and amount spent as being necessary for the performance of their duties and was genuinely beneficial to the University.
SMG Member	The ultimate line manager of a staff member.
Valid Tax Invoice	A valid tax invoice for purchases less than $1,000 must contain: the words tax invoice" stated prominently  the name and ABN of the supplier the date of issue of the tax invoice a brief description of the goods or services sold; and total price of the sales (including GST). For purchases more than $1,000 the valid tax invoice must contain the above information plus: the name and address of the recipient; and the quantity of the goods or the extent of the services sold.

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