Credit Card Policy and Procedures

Overview

The University utilises two types of credit card:

a) Corporate Card: for the payment of travel and entertainment expenses

b) Purchasing Card: for the payment of general purchases.

The use of University credit cards improves the efficiency of transactions and reduces the administrative burden on staff spending money on behalf of the University, including those who travel on University business. In the case of expenditure on travel and entertainment, University credit cards also reduce the likelihood of personal burden.

Scope and Application

This Policy states the principles governing the use of University credit cards and the procedures for the issue and acquittal of cards. No University credit cards may be issued or used except in accordance with this policy.

Policy Principles

1. Credit cards may only be issued by those listed below:

List of Authorities for approval of issue of University credit cards (i.e. Corporate Cards and Purchasing Cards):

Vice-Chancellor and President
Deputy Vice-Chancellor and Vice-President (Academic)
Deputy Vice-Chancellor and Vice-President (Research)
Vice-President (Services and Resources)
Executive Deans
Pro Vice-Chancellors
Corporate Managers

The issue of University credit cards is also subject to approval by the issuing bank.

2. No person may approve the issue of, or an increase to the limit of, their own card or the card of a person to whom they report, nor may they approve access to a permanent cash advance facility for themselves or a person to whom they report. No cardholder may authorise the acquittal of their own expenses.

3. University credit cards may only be issued to a person after they have successfully completed such training as the Vice-President (Services and Resources) specifies from time to time.

4. Cardholders are responsible for the safe custody of cards and the security of card information, and are trusted to spend University funds prudently.

5. Cardholders must retain supporting documentation for all expenses incurred on their card and acquit their expenses through the Expense Management System and in accord with its timeframes.

6. Credit cards may only be used for transactions associated with the academic, administrative, commercial and community activities of the University. Misuse of a University credit card in breach of this policy may result in the cancellation or withdrawal of the card. Misuse includes:

a) Using the card for a private transaction such as a personal purchases or purchases for the sole benefit of the cardholder.

b) Assigning or transferring the card to another person.

c) Using the card after the cardholder's employment or relationship has been suspended or terminated.

d) Using a University credit card when you are not the cardholder named on the card and without the named cardholder's specific written authority.

e) Not complying with the processes specified in the expense management system.

f) Using the card for a transaction in excess of budget or for which there are insufficient funds.

g) Using the card for expenditure not previously approved where prior approval was required (for example Travel).

7. Cardholders must return their University credit card permanently when:

a) they leave their employment or engagement with the University, or

b) they no longer require use of the card as part of their University duties.

8. Cardholders must return their University credit card temporarily for safekeeping when:

a) their relationship with the University is temporarily suspended for a period of 8 weeks or more, or

b) they take periods of extended leave from their University activities.

9. University credit cards may be withdrawn or cancelled by the Vice-Chancellor and President, Chief Financial Officer, Deputy Vice-Chancellors and Vice-Presidents or Executive Deans.

Procedures

1. Acquittal and reporting misuse of University credit cards

Responsibility: All acquittal approvers and their managers

If an acquittal approver considers that a transaction submitted for approval may be a misuse under Principle 6 of this Policy, then the acquittal approver must query the transaction with the card holder. Based on the information then received:

a) If it is the acquittal approver's opinion that the transaction did not involve misuse and that the transaction should be accepted, the acquittal approver must accept the transaction and keep a record of the query.

b) If it is the acquittal approver's opinion that the transaction involved a private transaction in breach of Principle 6(a), but that the misuse was inadvertent or had mitigating circumstances, and that the transaction should be accepted:

i. The acquittal approver must seek confirmation of the recommendation from the appropriate manager, ie:

a. Head of School or Branch Head, or

b. if the card holder is the Head of School or Branch Head, the Executive Dean or Deputy Vice-Chancellor & Vice-President, or

c. if the card holder is the Executive Dean or DVC&VP, the Chief Financial Officer.

ii. If the manager decides to accept the transaction, the acquittal approver must accept the transaction and keep a record of the query.

iii. If the manager decides the transaction should be declined:

a. the acquittal approver must then decline the transaction, and

b. the manager must then notify the Executive Dean (or Deputy Vice-Chancellor & Vice-President) and the Director, Human Resources, who may take such further action against the cardholder as they consider appropriate in accord with other relevant University policies.

c) If the acquittal approver believes the transaction involved misuse and should be declined:

i. The acquittal approver must seek confirmation of the recommendation from the appropriate manager, ie:

a. Head of School or Branch Head, or

b. if the card holder is the Head of School or Branch Head, the Executive Dean or Deputy Vice-Chancellor & Vice-President, or

c. if the card holder is the Executive Dean or DVC&VP, the Chief Financial Officer.

ii. If the manager agrees the transaction should be declined:

a. the acquittal approver must then decline the transaction, and

b. the manager must then notify the Executive Dean (or Deputy Vice-Chancellor & Vice-President) and the Director, Human Resources, who may take such further action against the cardholder as they consider appropriate in accord with other relevant University policies.

iii. If the manager decides the transaction should be accepted, the acquittal approver must then accept the transaction and keep a record of the query.

Please use the following URL instead of linking to individual documents:
http://www.adelaide.edu.au/policies/2743/