Credit Card

Credit Card

SUMMARY

The Credit Card Policy establishes the University’s requirements and responsibilities for the use of University Corporate Credit Cards. The Policy and Guideline detail the requirements when applying for, processing and using a University Credit Card to purchase goods and services; monthly University Credit Card reconciliations; and further clarification of Credit Card terms.

Please note: This Policy and Procedure are under review, please refer to the Corporate Credit Card page for further information.

POLICY

Please note: This Policy is under review, please refer to the Corporate Credit Card page for further information.

Purpose

To define the responsibility for, and use of, University Corporate Credit Cards.

Macquarie University staff members who are responsible for purchasing goods/services or those who travel regularly, may be issued with a Corporate Credit Card with the approval of the Dean / Head of Office / Faculty General Manager

Overview

Holding a University Corporate Credit Card involves responsibility for appropriate business use. Misuse of credit cards will result in revocation and may result in the University taking disciplinary action against the cardholder.

All cards are issued subsequent to the submission of the University Business Card application and the card usage may be audited and/or rescinded at any time. The cardholder, in whose name the card is issued, is responsible for all charges placed on this card.

The use of credit cards is not intended to avoid or bypass appropriate procurement procedures, but is to be used in accordance with the guidelines established within Macquarie University to complement existing procurement and payment procedures. When purchasing using a credit card, the cardholder must adhere to the principles of the Procurement Handbook and the Purchasing Procedure.

Scope

This policy applies to any staff involved in the ownership, operation, supervision, management or administration of University Corporate Credit Cards.

Policy

ELIGIBILITY
To be eligible for a University Corporate Credit Card, a staff member must:

  • hold the delegation of authority to commit or incur expenditure
  • complete user training on the Concur Expense System
  • be a permanent member of Macquarie University staff (not a controlled entity)
  • purchase significant volumes of minor goods and services for use by the University
  • OR incur regular frequent expenses of a kind appropriately paid by credit card
  • OR travel frequently in the course of their duties
  • be willing to accept the conditions of use stipulated by the University.

CORRECT USE
A University Corporate Credit Card must only be used for business purposes. Under no circumstances may personal items be charged on the University Corporate Credit Card.

Correct usage is detailed below:

Acceptable UseNon acceptable Use
Payment for goods/services in full or part-supply under $5,000.Provision of Internet/broadband, unless recommended by the Executive Dean / Head of Office and approved by the Vice-Chancellor as per the Acceptable Use of IT Resources Policy.
Deposits eg conferences, accommodation. Private or personal expenditure. Cardholders are considered to have misused their card if it is used for private business, even when the cardholder is prepared to reimburse the University for the expenses incurred.
Conference fees. Withdrawal of cash/cash advances.
General operating supplies. Stationery and general supplies available from the Macquarie University approved contract supplier.
Minor items of equipment. Computer hardware – this includes laptops and PCs costing over $1,000. Low value computer hardware below this amount can be purchased.
Travel related expenses.
In accordance with the Travel Policy, all travel related expenses such as accommodation, meals and incidentals may be paid by the Macquarie University Credit Card.

Splitting purchases to avoid Procurement Handbook requirements.

Domestic travel bookings.
Corporate Credit Card holders may use the University E3 Booking tool to book and pay for domestic travel in accordance with the Travel Policy.
 
International travel bookings.
Only those staff who have been provided with specific authority can use a University Credit Card to book and pay for international travel directly with the University’s nominated travel agents.  No other staff member may use a University Credit Card to pay for international travel.
 
 Fuel for University or personally owned motor vehicles. Exceptions are available where
  • the fuel is for hire cars or new University vehicles (where the issue of a fuel card is pending)
  • there is no fuel card available, or
  • the fuel card is not accepted by the vendor.
Official entertainment in accordance with Entertainment Policy / Schedule.Memberships/subscriptions for personal use.
 Parking infringements.

INCORRECT USE
All credit card statements will be audited each month for non-acceptable purchases. If a non-acceptable purchase has been identified, the cardholder will receive a warning and may be asked for a reimbursement.

Following notice, if there are further breaches and an unsatisfactory explanation is provided, the matter will be forwarded to the Assistant Director Of Business Services and the card will be cancelled.

ATTENDANCE AT FRAUD AND CORRUPTION TRAINING
All staff who hold a University Credit Card as at September 2013 are required to have completed the University’s Fraud and Corruption Training program in 2012 or 2013. This training is required to be completed at two yearly intervals.

All staff who initially hold a credit card after September 2013 are required to complete the University’s Fraud and Corruption training at the next block of training provided by the University. This training is then required to be completed at two yearly intervals.

Failure to complete the University’s Fraud and Corruption Training program will result in cancellation of the credit card.

REIMBURSEMENT OF PERSONAL EXPENSES
Any use of a university credit card for private or personal expenditure is strictly prohibited. Where this has occurred the card holder must immediately repay the University via the Cashiers Office using the credit card’s default account.  A copy of the cashiers receipt is to be uploaded to the Concur Expense Management System prior to the expenditure being referred to a Concur supervisor for approval.

COMPLIANCE AND BREACHES The University may commence applicable disciplinary procedures if a person to whom this Policy applies breaches this Policy (or any of its related procedures).

Policy Information

Contact OfficerCredit Card Administrator, Purchasing Manager, Office of Financial Services
Date Approved4 October 2013
Approval Authority

Chief Operating Officer and Deputy Vice-Chancellor

Date of Commencement4 October 2013
Amendment History

26/07/17 - Added "Please note: This Policy is under review, please refer to the Corporate Credit Card page for further information." Updated hyperlinks for 'University Business Card application' to redirect to the Corporate Credit Card page.
26 May 2017 - updated Approval Authority from Chief Operating Officer to Chief Operating Officer and Deputy Vice-Chancellor.
February 2014 – Procurement Handbook replaced Purchasing Policy / Guideline

Date for Next ReviewOctober 2016
Related DocumentsAcceptable Use of IT Resources Policy
Concur Quick Start Guide
Concur Expense System Procedure
Credit Card Procedure / Guideline (see tab above)
Entertainment Policy / Schedule
Fraud and Corruption Prevention Policy / Procedure / Guideline
GST Information
Motor Vehicle Re-Imbursement Policy
Procurement Handbook
Purchasing  Procedure
Travel Policy / Procedure / Travel (Per Diem) Schedule / Travel Expenses Schedule / Guideline
University Business Card application
Policies / Rules Superseded by this PolicyCredit Card Policy Approved 19 November 2010
KeywordsCredit Card, Substantiation, Delegation

PROCEDURE

Please note: This Procedure is under review, please refer to the Corporate Credit Card page for further information.

PurposeTo detail the requirements when applying for, processing and using the University Credit Card to purchase goods and services.

Procedure

This procedure requires actions by the following: The following steps that must be taken include:
  • Process Credit Card Application
  • Apply for a Credit Card
  • Accountability
  • Record Keeping
  • Disputed Amounts
  • Lost / stolen cards
  • Credit limit changes
  • Cancellation and return of Credit Card
  • Monitor appropriate use - Supervisor
  • Monitor appropriate use – Corporate Card Administrator
  • Monitor appropriate use – Finance Administrator

Credit Card Administrator

PROCESS CREDIT CARD APPLICATION
Ensure the completed forms have the appropriate approval / recommendation from the Executive Dean / Dean/Head of Office.

Send the approved ANZ Commercial Cards Cardholder Registration form to the Bank.

File the Application for a University Business Card form and the Financial Delegation Authority form in Business Services records.

Advise the applicant when the card provider has issued the card and it is ready to be collected.

Receive and process requests from cardholders for increase / decrease to credit limits.

Staff member

APPLY FOR A CREDIT CARD

Note - the University's process under this section has changed, please refer to the Corporate Credit Card page for further information.


Complete all of the following:
  • Application for a University Business Card
  • an ANZ Cardholder Registration Form, and
  • Financial Delegation Authority Form.

Give all completed forms to the Faculty Finance Officer/Office equivalent for forwarding to the Credit Card Administrator.

Collect the card in person when the Credit Card Administrator advises that it is ready.  Processing takes 7-10 days from the date the card provider receives the application. The collection cannot be delegated to someone else.

Sign an acknowledgement form and receive a Business Card User Pack giving instructions on the use of the card.

ACCOUNTABILITY
Cardholders are accountable for transactions incurred on their credit card and for its safe keeping. They are also responsible to track unknown transactions (see Disputed Amounts).

RECORD-KEEPING
Use the Concur Expense Management System to maintain a record of the transactions incurred on the credit card.  The Concur User Guide provides detailed instructions for cardholders.

On a daily basis, transactions will appear on the online bank statement in Concur.

Cardholders are required to:
  • obtain a valid Tax Invoice for each transaction exceeding $82.50 (GST Inclusive) from the supplier when making purchases with a University Credit Card
  • review on a monthly basis the Expense Report (Online Statement) to verify all the transactions listed
    Note: Complete the online Expense Report and have it approved within one month. The regular statement period is from the 13th of the month to the 12th of the following month but is subject to change. Any changes will be notified via email.
    Transactions that are not coded or approved by the end of the month are accrued to your default account for posting to the correct accounts in the subsequent month.
  • attach Tax Invoices and Receipts for each transaction that appears on the online Expense Report. Credit card transaction dockets are NOT valid Tax Invoices and are not sufficient to claim credits for GST paid. Enter in Concur sufficient explanation as to the nature and purpose of each transaction.
    Note: The University retains the right to seek reasonable explanation for all credit card amounts. Where you cannot give a reasonable explanation, the transaction will be considered a personal expense requiring a reimbursement to the University and referred to Internal Audit.
  • attach other supporting documentation ie screen prints of internet orders, letter/memo explaining/approving the expenditure, email correspondence, or file notes
  • identify transactions on which Fringe Benefits Tax (FBT) is payable and allocate that expenditure to the appropriate account classes. Where you used the University Credit Card at a function, provide names of all University staff and associates (ie spouse, contractor) and the number of external clients (non-University staff or associates) in attendance at the function in the on-line FBT questionnaire
  • identify any non-capital asset transactions which require tracking and provide the asset information, including location and serial number
  • at the end of the monthly accounting period, print a copy of the online Expense Report and submit to your Authorising Officer for review and approval, ensuring all supporting documentation is attached
  • send the approved report and original documentation to Business Services.

Lost or Misplaced Invoices and Receipts
If you lose or misplace tax invoices or receipts, complete and sign a  Statutory Declaration form and attach it to a printed copy of the monthly online Expense Report. The only exception to this is where the transaction value is less than AUD$82.50 inclusive of GST (or converted foreign exchange equivalent), for which it is not necessary to obtain or keep tax invoices or receipts.

DISPUTED AMOUNTS

Note - the University's process under this section has changed, please refer to the Corporate Credit Card page for further information.

Resolve disputed transactions with the supplier and the card provider. It is NOT the responsibility of the Credit Card Administrator to resolve a dispute.

If a transaction is disputed, notify the card provider in writing giving full details of the problem. Complete the ANZ Dispute Form and send it directly to the bank. Attach a copy to the statement.

Please note that the bank allows a 90 day grace period to submit the Dispute Form. If it is not received within this period, the charge cannot be investigated and charges will remain.

As the resolution can take up to six weeks, we advise that you assign an account to the disputed transaction in order for journals to be processed. If the charge is reversed, the same account can be assigned to credit the account.

The card provider will take the following action on receipt of the written notification:
  • seek a copy of the sales voucher for the transaction from the merchant’s bank
  • confirm whether or not the transaction appears to be genuine
  • re-debit any genuine transaction to your account and forward you a copy of the transaction.

LOST OR STOLEN CARDS
In the event of a lost or stolen card, immediately notify the ANZ Bank and the Credit Card Administrator as per the contacts below. The bank will issue a replacement card based on the request from the University and will forward it to the Credit Card Administrator.

The Credit Card Administrator will advise you when the replacement card is ready to be picked up from Business Services.

Australian & New Zealand Bank (ANZ)
Lost/Stolen Cards during business hours: Contact Credit Card Administrator 9850 1680

Lost/Stolen Cards within Australia outside business hours: 1800 032 481

Lost/Stolen Cards outside of Australia(24 hours): +61 3 9683 7073

Credit Card Administrator
Phone:+61-2-9850-1680
Fax:+61-2-9850-1698

CREDIT LIMIT CHANGES

Note - the University's process under this section has changed, please refer to the Corporate Credit Card page for further information.

Arrange the increase or decrease in your monthly credit limit by completing the Application for OR Variation to University Business Card Form and sending it to the relevant Executive Dean/Head of Office.

A delegation must be in line with the transaction limit. If it falls outside, complete a revised Financial Delegation Authority form.

Once the Executive Dean / Dean/Head of Office approves this form, forward the request for increased or decreased credit limit to the Credit Card Administrator. The Credit Card Administrator lodges the request with the designated Bank. You will be advised when the new credit limit takes effect.

Expiry of Credit Cards
A card has a life span of three years. The ANZ Bank will issue a replacement card within ten working days prior to the expiry date.

At the same time the Credit Card Administrator will check that relevant delegation is currently assigned to you and that no reconciliations are currently outstanding.

Once this is completed you will be advised by the Credit Card Administrator when the replacement card is ready to be picked up from Business Services.

Note: Collection of a credit card will require photo ID.

CANCELLATION AND RETURN OF CREDIT CARDS
Return card(s) to the Credit Card Administrator if you:
  • resign
  • retire
  • are transferred or promoted to another position
  • are instructed to do so by the Credit Card Administrator.

Note: The return of the credit card does not relieve you of the responsibility to substantiate outstanding expenses. Lodge the acquittal with the Budget Unit’s Financial Officer prior to your last day of duty.

Business Travel
Before travelling overseas, you should inform ANZ of your destination. This will ensure that the bank is aware of your whereabouts and will not suspect fraudulent activity. Alternately, you can inform the Credit Card Administrator who will advise the bank on your behalf.

Refer to the Travel Policy for details on the appropriate use of a University Credit Card when travelling.

Supervisor

MONITOR APPROPRIATE USE - Supervisor
A supervisor is accountable to:
  • review, certify and authorise charges incurred by cardholders
  • request any additional information or explanations that may be necessary to verify that the transactions are valid charges to the University
  • approve the electronic transaction in the Concur credit card expense management system
  • ensure that the cardholder is complying with the Credit Card Procedure and other relevant University policies and procedures
  • request reimbursement to the University for any private expenditure incurred on the University Credit Card, by declining the transaction and initiating recovery of the charges
  • request that a cardholder’s card be cancelled for non-compliance with University policies and procedures and immediately notify any misuse to the Corporate Card Administrator
  • review, on a yearly basis, the need for the University Credit Card for each cardholder under your supervision, and
  • where a cardholder resigns, recover the University Credit Card, handle outstanding acquittals, cut the card in two and return it to the Corporate Card Administrator for cancellation.

Corporate Card Administrator  

MONITOR APPROPRIATE USE - Corporate Card Administrator
A Corporate Card Administrator is accountable for the overall administration and management of the University Credit Card facility and all contact with the ANZ Bank in relation to applications for new cards, cancellations and increased credit limits.

They are also responsible for the administration and management of cardholders within Administrative portfolios.  They do the following:
  • together with Finance Administrators and Internal Audit and Review, monitor compliance with the Credit Card Procedure and other relevant University policies and procedures
  • together with Finance Administrators, monitor and follow up outstanding transactions not yet acquitted. (Note: Cardholders must always acquit their online University Credit Card Statement within one month from the end of the billing cycle which usually falls on the 12th of Month). They:
    • contact the cardholder in the first instance
    • contact the cardholder’s supervisor if transactions are still outstanding after two months
    • cancel the credit card if the cardholder has not fully acquitted their University Credit Card Statement for 3 consecutive months. This cancellation must be done with approval from the Executive Dean of Faculty or Head of Administrative Unit.
      The term “acquitted” means to verify the transaction as being proper and correct and allocate each transaction to the correct financial account in Concur.
  • together with Finance Administrators, monitor the continued need for the University Credit Card for each cardholder on a regular basis - at least annually.

Finance Administrator

MONITOR APPROPRIATE USE - Finance Administrator
Finance Administrators are responsible for the management of cardholders within their area of responsibility. They do the following:
  • together with the Corporate Card Administrator and Internal Audit and Review, monitor compliance with the Credit Card Procedure and other relevant University policies and procedures
  • together with Internal Audit and Review, consult with the cardholder’s Authorising Officer to request reimbursement to the University for any private expenditure that is incurred on the University Credit Card. They may also request that the card be cancelled due to non-compliance of the cardholder with University policies and procedures
  • together with the Corporate Card Administrator, monitor and follow up outstanding transactions not yet acquitted. (Note: Cardholders must always acquit their online University Credit Card Statement within one month from the end of the billing cycle which usually falls on the 12th of Month). Finance Administrators:
    • contact the cardholder in the first instance
    • contact the cardholder’s supervisor if transactions are still outstanding after two months
    • cancel the credit card if the cardholder has not fully acquitted their University Credit Card Statement for 3 consecutive months. This cancellation must be done with approval from the Executive Dean of Faculty or Head of Administrative Unit.
      The term “acquitted” means to verify the transaction as being proper and correct and allocate each transaction to the correct financial account in Concur.
  • together with Corporate Card Administrators, monitor the continued need for the University Credit Card for each cardholder on a regular basis - at least annually.

Procedure Information

Contact OfficerPurchasing Manager , Credit Card Administrator, Office of Financial Services
Date Approved4 October 2013
Approval Authority

 Chief Operating Officer and Deputy Vice-Chancellor

Date of Commencement4 October 2013
Amendment History

26 July 2017 - Added "Please note: This Procedure is under review, please refer to the Corporate Credit Card page for further information." Updated hyperlinks for University Business Card application, ANZ Cardholder Form, Financial Delegation Authority Form and University Business Card Form to redirect to the Corporate Credit Card page.
26 May 2017 - updated Approval Authority from Chief Operating Officer to Chief Operating Officer and Deputy Vice-Chancellor.
November 2014 – added FBT Guideline
February 2014 – update position title to Executive Dean of Faculty; Procurement Handbook replaced Purchasing Policy / Guideline

Date for Next ReviewSeptember 2016
Related DocumentsCredit Card Policy / Guideline (see tabs above)
Credit Card Concur Expense System Procedure
Concur User Guide
Entertainment Schedule
Fraud and Corruption Prevention Guideline
Fringe Benefit Tax Guideline
Travel Policy
Procurement Handbook
Purchasing  Procedure
GST Information
Motor Vehicle Re-Imbursement Policy
KeywordsCredit Card, Reconciliation, Concur Expense System

GUIDELINE

Please note: This Guideline is under review, please refer to the Corporate Credit Card page for further information.

PurposeTo assist with monthly University Credit Card reconciliations and provide further clarification of terms.

Guideline

FRAUD PREVENTION
The University recommends that staff take the following precautions:
  • never let your credit card out of your sight, as this gives a would-be thief an opportunity to copy down the card details or even swipe through a skimming device to create a counterfeit card
  • memorise your PIN. Don’t use the same PIN for all your cards, and don’t choose your birth date or other easily identifiable number
  • never give your card number to strangers or telemarketers who call you on the phone
  • make sure your mailbox is secure and sign your card as soon as you receive it
  • make sure you are using a secure website when using your credit card online
  • before you travel it is a good idea to let ANZ Bank know where you will be going, this way the Falcon™ knows about transactions coming through from overseas and can monitor your card accordingly
To do this, simply call the ANZ Commercial Cards Call Centre on 1800 032 481 (This number is also printed on the back of your card for convenience).
  • be aware of the skimming hot spots around the world, which are currently Thailand, Indonesia, Sri Lanka and South Africa
  • within Australia, be aware of domestic taxis (especially around airports in NSW and VIC)
  • always check ATMs for any unusual additions or parts that stick out from the machine – these could be devices for skimming card details and obtaining your PIN
  • reconcile your expenditure regularly.

GOODS AND SERVICE TAX (GST)
The University is required to pay Goods and Services Tax (GST) on most credit card purchases which exceed $82.50 (inclusive of GST) in total. The Australian Taxation Office does not require a Tax Invoice for goods and services less than $82.50 or goods purchased overseas although travellers are encouraged to provide documentation if obtained.

GST payable is exactly 1/11th of the total price on an invoice. Either a statement along the lines of "the total price includes GST", or the GST amount, must be provided.

VALID TAX INVOICE
A Tax Invoice is only valid if it includes:
  • the supplier’s Australian Business Number (ABN)
  • GST-inclusive price of the taxable item
  • the words "tax invoice" stated prominently
  • the date of issue of the tax invoice
  • the name of the supplier
  • a brief description of each item supplied

A University Credit Card transaction docket is NOT a valid Tax Invoice.

When a supplier issues a cardholder with an invoice and that invoice (or some other document relating to the supply) does not contain an ABN (Australian Business Number), tax will be withheld at a rate of 48.5%. This is referred to as “no-ABN withholding”. Where an exemption applies, the supplier is to provide a written statement to the University to avoid having the withholding tax deducted from their payment.

FRINGE BENEFITS TAX (FBT)
Cardholders should become familiar with the types of Fringe Benefits that may arise with certain types of expenditure.

The most common types of Fringe Benefits associated with the use of a University Credit Card are “Tax Exempt Body Entertainment Fringe Benefits” and “Expense Payment Fringe Benefits”. Detailed information about these Fringe Benefits can be obtained from the FBT Guide.

Cardholders will be required to identify transactions on which Fringe Benefits Tax (FBT) is payable and to allocate that expenditure to the appropriate account classes.

The cardholder must provide names of all University staff and associates (i.e., spouse, contractor) and the number of external clients (non-University staff or associates) in attendance at a function on the on-line FBT questionnaire in the credit card expense management system.

The FBT liability will be automatically calculated in the Finance One General Ledger for each transaction in the FBT eligible account classes.

Example: Entertainment Fringe Benefit
A cardholder charges the full cost of a business lunch of $150 (GST inclusive) to the a Credit Card. One University staff member and two clients (non-University staff) attended the lunch. Fringe Benefits Tax will be payable on one third of the cost of the lunch, being the cost for the staff member.

The cardholder should complete the on-line questionnaire and record one employee and two guests in attendance and provide the names in the attendee field. The correct account classes will be automatically selected.

TRAVEL EXPENSES
Refer to the Travel Policy for details on when a University Credit Card is required when travelling.
 

Guideline Information

Contact OfficerPurchasing Manager , Credit Card Administrator
Date Approved4 October 2013
Approval Authority

Chief Operating Officer and Deputy Vice-Chancellor.

Date of Commencement4 October 2013
Amendment History

26 May 2017 - updated Approval Authority from Chief Financial Officer to Chief Operating Officer and Deputy Vice-Chancellor.

Date for Next ReviewOctober 2016
Related DocumentsCredit Card Policy / Procedure (see tabs above)
Concur Expense System Procedure
Travel Policy
KeywordsCredit Card, Fringe Benefits Tax (FBT), Goods & Services Tax (GST), Concur Expense System
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