Credit Cards

Credit Cards

Credit Card

Macquarie University provides a credit card facility to enable the secure purchase of goods and services in support of legitimate University business expenses.

A corporate credit card is intended to provide an efficient method of purchasing minor goods and services below $5000 ex GST.

Staff issued with a corporate credit card are in a position of trust regarding the use of University funds. Expenditure on a corporate credit card must be done in accordance with the requirements set out in the Macquarie University credit card policy and procedure.

Cardholders can use the card to purchase goods and services provided that:

  • the purchase is for University business and within the cardholder’s financial delegation
  • the value is within the credit limit and transaction limit set for the individual cardholder

Exclusions

Unless a cardholder has specific and written approval from the Purchasing Manager, the card must not be used for:

  • bank cheques
  • over the counter withdrawals
  • traveller’s cheques
  • wire or money transfers
  • personal expenditure
  • goods or services above the value of $5000
  • any IT spend over $1000
  • payment of fines or penalties
  • political donations or sponsorships
  • loyalty, frequently flyer airline and lounge membership

Apply - ANZ

Online application forms

To apply for a corporate credit card please log a OneHelp ticket:

Please select: Request Something>Finance>Procurement Management>Corporate Credit Card.

You will need to complete the following form:

  • ANZ Cardholder Registration Form (this is already an attachment within your OneHelp ticket).

It is also a requirement to hold financial delegation authority. As a result you will also need to apply for financial delegation and this is subject to approval by the Head of Office or Delegate.

Before completing this form for financial delegation, you should fully understand your responsibilities under the financial delegation policy.

To apply for financial delegation please log a OneHelp ticket:

Please select: Request Something>Finance>Financial Delegation.

Collecting your card

Once your application has been received, approved and processed your new card and PIN will arrive within 5 working days.

You will receive an email notification when your card and PIN are ready for collection from the Cashiers Office at:

Student Financial Services - Central Cashier
Ground Floor (turn right when you enter)
Room 234A
18 Wally's Walk (MUSE Building)
Macquarie University NSW 2109

The card must be collected by the cardholder and you will need to show your Staff ID to collect your card. You will also have to signed an acknowledgement form agreeing to the terms and conditions for use of the card.

Apply - CBA

Online application form (from 1 February 2020)

1. To apply for a corporate credit card please log a OneHelp ticket:

Please select: Request Something>Finance>Procurement Management>Corporate Credit Card.

It is also a requirement to hold financial delegation authority. As a result you will also need to apply for financial delegation and this is subject to approval by the Head of Office or Delegate.

Before completing this form for financial delegation, you should fully understand your responsibilities under the financial delegation policy.

2. To apply for financial delegation please log a OneHelp ticket:

Please select: Request Something>Finance>Financial Delegation.

You will need to complete an online form and this will be sent to you via email from CBA once your One Help ticket has been approved by your Faculty/Office.

You will need to provide the following information:

  • Title (select from Dr, Miss, Mr, Mrs, Ms and Prof)
  • Full legal name (this must be the same name that appears on your passport or drivers license)
  • MQ email address
  • Address for card delivery (c/o Purchasing Team, Locked Bag 2066, Macquarie University, NSW  2109)
  • Staff ID (no MQ, numerals only)
  • Monthly Credit Limit
  • Individual Transaction Limit
  • Default Code (either operating or project)
  • Mobile Phone Number (this is so CBA can contact you direct in regards to any suspicious or fraudulent transactions via either talk or text)

You will also need to upload a copy of the following document:

  • A copy of a valid Australian Drivers license OR
  • A copy of a valid Passport

Card delivery

Once your application has been received, approved and processed your new card and PIN will arrive within 5 working days.

Collecting your card

Once your application has been received, approved and processed your new card and PIN will arrive within 5 working days.

You will receive an email notification when your card and PIN are ready for collection from the Cashiers Office at:

Student Financial Services - Central Cashier
Ground Floor (turn right when you enter)
Room 234A
18 Wally's Walk (MUSE Building)
Macquarie University NSW 2109

The card must be collected by the cardholder or a nominated proxy and you/they will need to show their Staff ID to collect the card. You will also have to sign a credit card declaration form agreeing to the terms and conditions for use of the card.

Included with your new credit and PIN are the following documents for your review

Credit limits

Credit card limits are settee minimise risk to the University from misuse of cards without constraining staff in effectively undertaking their roles:

Individual transaction limitMonthly credit limitPosition or type of expenditure
$500$1,000Incidentals
$1,000$2,000Incidentals
$2,500$5,000General administration duties
$5,000$10,000Administrators in charge of administrative duties
$7,500$10,000Administrators in charge of administrative duties
$10,000$20,000High volume travel booker - domestic
$10,000$30,000Manager (HEW 10)
Director
Deputy Director
Assistant Director
High volume travel booker - domestic and international
$10,000$50,000Faculty General Manager
Executive Dean

Eligibility

The University may issue one corporate credit card at any one time to an applicant who:

  • is a continuing or fixed term employee of the University
  • has an approved financial delegation
  • is required to make purchases as part of their role and responsibilities
  • agrees to comply by the conditions of use as stated in the credit card policy, credit card procedure and all other relevant University policies and procedures.

Credit card usage

All transactions on the corporate credit card must be for a legitimate University purpose.

Card holders are responsible for the safe keeping of their corporate credit card and must keep their corporate credit card secure and their personal identification number (PIN) confidential at all times.

The corporate credit card is issued in the name of the individual staff member's name and use by any other person is prohibited.

Purchases must not be split into smaller transactions (or over multiple credit cards) to circumvent  expenditure or transaction limits.

Lost or stolen cards

Lost or stolen cards must be reported immediately 24 x 7 to ANZ on 1800 033 844 (international +61 3 8699 6955).
Lost or stolen cards must be reported immediately 24 x 7 to CBA on

The cardholder must also immediately report the loss of a credit card via a OneHelp ticket.

Taking leave

If the cardholder is taking significant leave exceeding six months (i.e. maternity, long service or extended sick leave) the credit card must notify Finance via a One Help Ticket so that the card can be temporarily suspended.

Reconciling your charges

Expenses using the Corporate Credit Card will be pre populated into Concur (online expense system) on a daily basis approximately 5 days after the transaction date.

Verification of your expenses

You must verify your transactions at the end of every cycle cut. A notification is sent every month by Finance as a reminder to complete your expense report for that particular time period.

Original receipts and tax invoices must be obtained for all transactions, including contactless (pay wave) transactions. In the event of lost, unobtainable receipts or tax invoices a statutory declaration must be completed if the expense is over AU$82.50 excluding GST. If the expense is below AU$82.50 excluding GST a missing receipt affidavit needs to be completed.

Disputed charges

Once your credit card transactions have been uploaded to Concur you will need to verify that they are valid transactions. Please remember:

  • If you do not recognise the name of the merchant but the amount charged looks familiar it may help to look at your receipts and see if the amount charged matches a recent purchase or transaction. Some companies use a different trading name or location to what your receipt shows.
  • There can be a delay (possibly up to 7 days) between your actual purchase date and when it is charged to your account (posted date).
  • The amount charged shows up differently, this could happen if a purchase is made overseas, or from a merchant that is located overseas, as the amount may change based on the currency exchange rate for that day. The amount may also differ because of surcharges (eg. public holiday) or transaction fees.
  • Check if an additional cardholder has made the purchase. If you have a calendar, you may also like to check it for any prompts to help you discover what the transaction could be.

Contact the merchant

The merchant may be able to resolve the issues like:

  • defective or unsatisfactory products
  • refunds received from the merchant which have not been processed to your account
  • purchases charged more than once
  • differences in amounts on your receipt
  • goods or services that you have not received.

To dispute a transaction

The following process must be followed in order for Finance to dispute a transaction on your behalf:

  1. Your disputed transaction must be less than 90 days old from the transaction date
  2. Please log a OneHelp ticket and select:
    Request Something>Finance>Procurement Management>Corporate Credit Card>Disputed Transaction
  3. Download and complete the customer transaction dispute form. This form lists the information and documents you will need to provide
  4. Upload the completed customer transaction dispute form
  5. Finance will update your OneHelp ticket with a dispute reference number
  6. Once this reference number is received a credit will be processed for the disputed transaction/s
  7. You will need to assign both the disputed transactions and the credits to your Concur report.

Personal Expense - How to Reimburse the University

If you have a personal expense on your credit card you can reimburse the University online:

  1. In Concur assign the expense to code 4611 - personal expense
  2. Access the Online Payment Gateway to make your payment
  3. Upload a copy of your payment receipt to your Concur report
  4. Submit your report for approval as per the normal procedure

Suspension and cancellation of your card

Failure to use the corporate credit card in compliance with University policy and procedure will result in revocation, possible disciplinary action and a possible requirement for repayment by the employee.

Fraudulent or other intentional misuse of the corporate credit card will be reported by the University to the police and may also be reported to the Independent Commission Against Corruption (ICAC).

A credit card may be suspended or cancelled for the following reasons:

  • loss of the card
  • non-compliance with the conditions of use including misuse of the card in the form of unacceptable or inappropriate expenditure
  • the security of the card is compromised or it has been used unlawfully by third parties
  • continued non reconciliation.

Termination of employment

Before your termination of employment from the University, card holders must fully reconcile their card expenditure and notify Finance via a One Help Ticket. The card can then be destroyed by cutting it in half. It does not need to be returned to Finance.

Corporate Card Calendar

Your expense report name format is first name surname month year eg. Belinda Anderson May 2020

MonthCycle cut start dateCycle cut end dateConcur report due
January 2020Wednesday 1 January 2020Friday 10 January 2020Thursday 30 January 2020
February 2020Saturday 11 January 2020Monday 10 February 2020Thursday 27 February 2020
March 2020Tuesday 11 February 2020Tuesday 10 March 2020Thursday 26 March 2020

Your current ANZ corporate card will expire on 29 February 2020. You will no longer be able to use your ANZ credit card after this date.

From 1 March 2020 the University will be moving from ANZ to Commonwealth Bank of Australia (CBA) for the supply of credit cards.

MonthCycle cut start dateCycle cut end dateConcur report due
March 2020Saturday 29 February 2020Monday 30 March 2020Wednesday 29 April 2020
April 2020Tuesday 31 March 2020Tuesday 30 April 2020Friday 29 May 2020
May 2020Friday 1 May 2020Friday 29 May 2020Friday 26 June 2020
June 2020Saturday 30 MayTuesday 30 June 2020Thursday 30 July 2020
July 2020Wednesday 1 July 2020Thursday 30 July 2020Friday 28 August 2020
August 2020Friday 31 July 2020Friday 28 August 2020Friday 25 September 2020
September 2020Saturday 29 August 2020Tuesday 29 September 2020Thursday 29 October 2020
October 2020Wednesday 30 September 2020Thursday 29  October 2020Friday 27 November 2020
November 2020Friday 30 October 2020Friday 27 November 2020Thursday 17 December 2020
December 2020Saturday 28 November 2020Wednesday 30 December 2020Tuesday 5 January 2021

Feedback

If you have any feedback regarding credit card services, please send it to belinda.anderson@mq.edu.au

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