Procedures

Corporate Credit Cards - Procedures

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1.0 Purpose and Scope

Corporate credit cards are used by staff across the University to:

  • purchase low value goods and services from Australian and overseas suppliers;

  • reduce the number of transactions through requisition/purchase order, petty cash and reimbursement, all of which have higher administration costs than corporate card processes; and

  • facilitate purchases from “one-off” suppliers to obviate the need to create a supplier in UniFi.

Corporate Cards are the preferred method of payment for meals and incidentals whilst travelling, or for hospitality and entertainment.

There are rules associated with the use, reconciliation, administration and authorisation of corporate credit cards. This procedure outlines the rules to which staff must adhere.

1.1 Objectives

The objectives of this procedure are to ensure staff understand how to:

  • apply for a corporate credit card

  • reconcile expenditure on corporate credit cards using UniFi and ProMaster (Expense Management System), and

  • meet their obligations as Cardholders, authorising officers or financial delegates.

This procedure is underpinned by the following principles relating to university expenditure:

University expenditure must be:

  • for official purposes

  • properly documented

  • available for scrutiny

  • appropriate and justifiable, and

  • authorised by an appropriate staff member.

1.2 Related policies

1.3 Related legislation and compliance 

1.4 Subject matter covered

The procedure covers the following topics:

  • processes for applying for, and reconciling, corporate credit cards

  • who qualifies for a corporate credit card

  • the application process

  • the methods for verifying identity

  • how verifying officers are appointed and changed

  • how Cardholders can collect cards

  • how Cardholders can replace a card

  • how Cardholders can increase their credit card limit

  • how to reconcile a corporate credit card

  • how often cards need to be reconciled

  • how to communicate the purpose of expenditure

  • how to describe transactions

  • how to reconcile credit card transaction fees

  • how disputed transactions are managed

  • how outstanding reconciliations are managed

  • how records are retained

  • how the University manages inappropriate card use and misconduct

  • a description of roles and responsibilities for Cardholders, Verifying Officers, reconcilers/Compliance Reviewers, Approvers, and Credit Card Administrators

  • how the procedure’s effectiveness can be monitored and reviewed

  • how transactions and activities associated with the procedure will be recorded and reported

1.5 To whom the procedure applies

The procedure applies to all staff involved in the operation, administration, supervision, and management of University corporate credit cards for the acquisition of goods and services, including travel. Specific rules concerning travel can be found in PPL 1.90.01 Travel.

1.6 Exclusions

Honorary position holders, casual employees and students are excluded from this procedure as they are ineligible to hold a corporate credit card.

2.0 Process and Key Controls

Processes govern the application for, and reconciliation of, corporate credit cards at UQ. A dispute resolution process is also in place to enable corporate credit Cardholders to dispute expenses that can’t be verified.

With the new Expense Management System (EMS) live from 14 August 2017, there are two processes in place to accommodate the transition period between the old system (UniFi) and the new Expense Management System (ProMaster). 

Each of them is outlined in detail below under the relevant heading.

2.1 Corporate credit card application process

2.2 Corporate credit card reconciliation process

UniFi corporate credit card reconciliation process
 

Expense Management System corporate card reconciliation process

2.3 Corporate credit card dispute process

3.0 Key Requirements

3.1 How to determine if you qualify for a corporate credit card

Applicants must provide evidence that they meet the below qualifying criteria to apply for a corporate credit card.

Applicants must:

  • demonstrate they have a business need to have a corporate credit card

  • be over 18 years of age

  • be employed in a paid position with the University that is continuing, or of fixed term and of greater than 6 months' duration

Special permission is required for:

  • staff employed for a duration of less than 6 months must have an application endorsed by the Head of School (or equivalent) – applications are considered on a case by case basis

  • co-appointees, where the co-appointment is with an organisation outside of The University of Queensland, must have an application endorsed by the Head of School (or equivalent) – applications are considered on a case by case basis

  • applicants who have previously had a corporate credit card cancelled for failing to reconcile transactions must obtain authorisation for the application from both the Head of the School (or equivalent) and the Chief Operating Officer

Permission to apply for a corporate credit card will not be granted to:

  • Honorary position holders

  • Casual employees

3.2 How to apply for a corporate credit card

To apply applicants must:

  1. Complete the UQ Corporate Credit Card application package, including a Cardholder Acknowledgement and Declaration and CBA New Cardholder Request, where identification verification must be acknowledged.

  2. Send the application to the Chief Financial Officer for consideration, noting that the completion of the application by suitably qualified persons does not guarantee card issuance. The Chief Financial Officer reserves the right to consider applications on a case by case basis, and approval is discretionary.

Note: applicants may volunteer to supply the Bank-State-Branch (BSB) number and account number of a personal CBA bank account in the relevant boxes on the CBA New Cardholder Request form. This may expedite the identity verification process, as the card applicant would have been verified at the time they opened a personal account. The verification process only needs to be performed once by the CBA. Card applicants should note that this involves the provision of their personal and private information. As such, it is completely voluntary and should be used at their sole discretion. If the card applicant has any worries or concerns, they should use a different identity verification option.

3.3 How to verify an applicant's identity

The identity of all Cardholders must be verified before they can be issued with a UQ corporate credit card, and the University’s verification methods must comply with:

The verification process for a CBA New Cardholder Request needs to be conducted by one of the following three (3) methods:

  • the card applicant voluntarily providing details of a personal CBA bank account

  • at a CBA branch or

  • by a UQ Corporate Credit Card Verifying Officer appointed by Finance and Business Services.

3.3.1 How to verify identity through the provision of a personal CBA bank account

Applicants can voluntarily provide personal CBA banking details by completing the personal bank account section in the CBA New Cardholder Request, by providing a Bank-State-Branch (BSB) number and account number of a personal CBA bank account.

As the card applicant will have been verified at the time that they opened this personal account and the verification process only needs to be performed once by the CBA, they will automatically have been verified for the purposes of obtaining their corporate credit card.

This option involves the provision of personal and private information by the card applicant. As such, it is completely voluntary and should be used at the sole discretion of the card applicant. If the card applicant has any worries or concerns, they should use a different identity verification option.

3.3.2 How to verify identity at a CBA branch

To verify identity at a CBA branch, applicants need to:

  1. Complete the CBA New Cardholder Request.

  2. Present to any branch of the CBA with the following documents:

    1. A completed CBA New Cardholder Request

    2. Original identity document(s) per the documents listed in 3.3.4 What documents are suitable for identity to be verified?

  3. Ensure the bank officer uses the documentation to record details including the card applicant’s name, document type, and document number, place of issue, date of issue and expiry date on the CBA New Cardholder Request.

  4. Ensure the bank officer returns their CBA New Cardholder Request so that they can send it to FBS.

3.3.3 How to verify identity with a UQ Corporate Credit Card Verifying Officer

The Anti-Money Laundering Legislation allows UQ to appoint its own verifying officers (known as UQ Corporate Credit Card Verifying Officers) to undertake the verification process.

Applicants can have identity verified with a UQ Corporate Credit Card Verifying Officer. Applicants must follows these steps for verification:

  1. Locate the nearest UQ Corporate Card Verifying Officer from this list and arrange a suitable time to see them for verification. Verification cannot be conducted over the phone or by sending through photocopies of identity documentation.

  2. Meet the UQ Corporate Card Verifying Officer with the following documents:

    1. the completed CBA New Cardholder Request, and

    2. one of the following combinations of identification documents to the UQ Corporate Credit Card Verifying Officer:

      1. 1x Primary Photographic Identification OR

      2. 2x Primary Non Photographic Identification OR

      3. 1x Primary Non Photographic and 1x Secondary Identification

    3. Refer to 3.3.4 What documents are suitable for identity to be verified? for the list of identification documents that are permitted to be used.

  3. Once the UQ Corporate Card Verifying Officer has examined the CBA New Cardholder Request to confirm the form contains the applicant’s name, signature, date of birth and/or residential address, and the name of the University, sign the form while the UQ Corporate Card Verifying Officer witnesses your signature.

  4. Ensure the verifying officer signs and dates the CBA New Cardholder Request.

Note: The UQ Corporate Card Verifying Officer must not photocopy or make any kind of copy of the information contained in the CBA New Cardholder Request or the identity document(s) provided by the card applicant as this could breach the Information Privacy Act 2009.

3.3.4 What documents are suitable for identity to be verified?

For identity to be verified, individuals must supply one of the following combinations of identification documents to a CBA branch or UQ Corporate Credit Card Verifying Officer. Only original documents and certified copies are acceptable:

  • 1x Primary Photographic Identification OR

  • 2x Primary Non-Photographic Identification OR

  • 1x Primary Non-Photographic and 1x Secondary Identification

Primary Photographic Identification (sufficient ID by itself) includes:

  • Australian Passport issued by the Commonwealth.

  • Australian Driver's Licence (current) that contains a photograph of the person in whose name the document is issued.

  • Proof of Age Cards – issued under a law of a state or territory (all states) that contains a photograph of the person in whose name the document is issued.

  • International Passport or similar document issued for the purpose of international travel that:

    • Contains a photograph and signature of the person in whose name the document is issued.

    • Is issued by a foreign government, the United Nations (UN) or an agency of the UN.

    • If written in a language other than English, is accompanied by an English translation from an accredited translator e.g. NAATI.

  • A National identify card issued for the purpose of identity that:

    • Contains a photograph and signature of the person in whose name the document is issued.

    • Is issued by a foreign government, the United Nations (UN) or an agency of the UN.

    • If written in a language other than English, is accompanied by an English translation from an accredited translator e.g. NAATI.

  • Australian Firearms Licence issued under law (all states).

  • Australian Defence Force Identity Card (other than where the card is issued to spouses of Defence Force personnel).

Primary Non-Photographic Identification includes:

  • Birth certificate or birth extract issued by an Australian State or Territory.

  • Birth certificate issued by a foreign government, the United Nations or an agency of the UN (if written in a language other than English, accompanied by an English translation from an accredited translator e.g. NAATI).

  • Citizenship certificate issued by the Commonwealth.

  • Citizenship certificate issued by a foreign government (if written in a language other than English, accompanied by an English translation from an accredited translator e.g. NAATI).

  • A pension card issued by Centrelink that entitles the person in whose name the card is issued to financial benefits.

  • Australian Driver's Licence (current) that does not contain a photograph of the person in whose name the document is issued.

Secondary Identification includes:

  • A notice that was issued to an individual by the Commonwealth, State or Territory within the preceding 12 months that:

    • Contains the name of the person and his or her residential address and

    • Records the provision of financial benefits to the individual under a law of the Commonwealth, State or Territory.

  • Australian Taxation Notice issued to an individual within the preceding 12 months that contains the name of the individual and his or her residential address and records a debt payable to, or by, the individual by, or to, the Commonwealth.

  • A notice that was issued in the preceding 3 months by a local government or a Public Utility bill (e.g. gas, electricity, water, rates) that:

    • Contains the name of the person and his or her residential address and

    • Records the provision of services by the local government body or utilities provider to that address or to that person.

3.4 How to appoint and change UQ Corporate Credit Card Verifying Officers

There are a range of circumstances where UQ Corporate Credit Card Verifying Officer details need to be changed, or when new Verifying Officers need to be appointed. These circumstances include when a UQ Corporate Card Verifying Officer:

  • requests a new appointment,

  • changes their name or address, or

  • leaves the University.

The steps to change the details or nominate a new UQ Corporate Credit Card Verifying Officer are as follows:

  1. The PSt Finance Manager must advise the Manager, Accounts Payable (at: expenses@uq.edu.au) of any changes to details or to nominate a new UQ Corporate Credit Card Verifying Officer.

  2. The Manager, Accounts Payable will review the request and make changes or a new appointment as required. Note that the appointment of UQ Corporate Credit Card Verifying Officers is at the discretion of FBS.

  3. Officers who have agreed to become a UQ Corporate Credit Card Verifying Officer must be verified at a CBA branch before they can undertake this role.

3.5 How Cardholders can collect their corporate credit card

The Credit Card Administrator at FBS will notify the applicant when their corporate credit card arrives and outline options for collection. Cardholders will be given the option to collect the card in person from the St Lucia Campus, make arrangements for a proxy to collect, or for the card to be posted.

3.6 How Cardholders replace a corporate credit card

Replacement cards are sent directly from UQ's bank provider to FBS. The Credit Card Administrator will contact Cardholders by email when a replacement card arrives and outline options for collection.

3.7 How Cardholders increase their corporate credit card limit

All corporate credit cards are issued with UQ standard card limits. The standard transaction and corporate credit card limits for the University are:

  • Transaction                                     $  5,000

  • Monthly credit card limit                  $20,000

In some circumstances, a Cardholder’s purchasing requirements may exceed the University’s standard card limit.

The procedure to apply for a limit adjustment is as follows:

  1. Cardholders must complete a UQ Corporate Credit Card - Limit Adjustment Request Form.

  2. The request will be subject to approval from the related Head of School/equivalent and FBS.

  3. Approved limit increases will be issued on a temporary basis and are permitted for up to a period of three (3) months. After three (3) months the card limit will be reset back to the UQ standard card limit.

  4. Notification is not provided to Cardholders at the time the limit reverts back to the University’s standard card limit.

  5. Where there is a demonstrated and justifiable requirement for the limit to be increased for longer than three (3) months, Cardholders may enquire with FBS Card Services for consideration at expenses@uq.edu.au.

3.8 How to reconcile a corporate credit card

The University has two processes to reconcile Corporate Card Transactions (depending on the card transaction). Transactions with the following dates will be reconciled as follows:

  • Transactions dated from 01/01/2009 – 8/08/2017 in UniFi

  • Transactions dated from 9/08/2017 – onwards will be reconciled in EMS (some disputed/ credit transactions will be applied by CBA outside of the prescribed date range)

The Cardholder is accountable for the transaction reconciliation process.

For training and information about Corporate Card Transaction Reconciliation in UniFi or EMS please refer to Blackboard at learn.uq.edu.au/FBSX0202.

The key steps in the process are summarised in section 2.2 Corporate credit card reconciliation process.

3.9 How to reconcile corporate credit card expenditure

Credit card transactions are loaded into UniFi and EMS (depending on transaction date) from Monday to Friday. The University strongly encourages reconciliation and approval of transactions frequently; weekly or fortnightly.

Corporate credit card statements are not issued to card holders by the CBA.

Reconciliation is performed solely within UniFi or ProMaster, depending on transaction date.

To reconcile cards in UniFi, Cardholders must:

  1. Print a report from UniFi called the Verified Transaction Report that can be submitted to the approver with the receipts.

  2. Refer to Blackboard for detailed information about how to run the Verified Transaction Report in UniFi.

To reconcile cards in ProMaster, Cardholders must:

  1. Capture receipts digitally within the EMS and attach to the respective transaction within the system.

  2. Refer to training information here, for instruction and training on EMS ProMaster.

3.10 How to communicate the purpose of expenditure

To ensure Cardholders are able to communicate the purpose for expenditure, there is provision within EMS ProMaster for Cardholders to add additional information about the transaction. This additional information is for the benefit of the Compliance Reviewer and Financial Delegate that will not be conveyed to the general ledger. This field is limited to 256 characters.

3.11 How to describe transactions

Reconcilers must enter a meaningful description of expenditure in the description field in UniFi or EMS ProMaster.

The information is included in the University’s financial reports and records, which are reviewed by internal and external parties.

Description examples:

  • Visa Nom 457 Johnson, R

  • J.Smith SYD 15/01/16 TF1234

3.12 How credit card transaction fees are reconciled

International transaction fees for transactions dated from 9/08/2017 are applied to a corporate chartstring and will auto-post to the general ledger.

Any other credit card transaction fees should be reconciled to the same chartstring and natural expense account as the substantive expense.

Corporate Credit Cards do not incur interest charges as the full cost of each month’s purchases will be automatically debited from the University bank account on a specified day each month.

3.13 How disputed transactions are managed

It is the Cardholder's responsibility to ensure that all expenses listed in UniFi or EMS ProMaster are correct. If a Cardholder does not agree with or recognise a charge on their corporate credit card, the Cardholder must:

  1. Investigate the transaction with the supplier

  2. Where necessary lodge a CBA UQ Corporate Credit Card Dispute Form.

Note: This must be lodged within 30 days from the transaction date to dispute the transaction with FBS. After 30 days the Cardholder/organisational unit will be liable for this transaction.

In UniFi, the dispute procedure is:

  1. Locate and complete the dispute transaction form and send to expenses@uq.edu.au

  2. Enter the Description DISPUTED TRANSACTION.

  3. In the Billing Tab, the value of the Disputed Amount must be entered in the Disputed Amount Column for the amount that is under dispute.

  4. The Status of the transaction remains at Staged. Once the transaction has been credited you then can reconcile the transactions.

  5. Refer to the ‘disputed transaction’ module on Blackboard for reference.

The dispute procedure is built into EMS ProMaster as follows:

  • Select the transaction in EMS ProMaster to be disputed

  • Complete the reason for dispute

  • Print to the dispute form

  • Select the reason for dispute

  • Sign before sending to expenses@uq.edu.au

Detailed information about how to dispute a transaction or resolve a dispute is included in online training.

3.14 How outstanding reconciliations are managed

Cardholders are required to reconcile Corporate Credit Card transactions within 30 days of the transaction date.

The University reserves the right to suspend or cancel corporate cards with transactions that are not reconciled and approved within 90 days of the transaction date.

Notifications will be sent to Cardholders and approvers with the details of transactions exceeding reconciliation timeframes.

3.15 How records are retained

Transactions reconciled in UniFi must comply with PPL 9.15.02 Retention of Financial Information.

Transactions reconciled in EMS ProMaster are also compliant; receipts and supporting documents are stored in the system for a minimum of five years.

Failure to comply within a reasonable amount of time with an audit request may result in suspension or cancellation of the corporate credit card.

If all documentation, including tax invoice/s and supporting documentation (e.g. hospitality calculator and approvals) are attached to the transaction in the EMS ProMaster at time of reconciliation, hard copies of documents do not need to be retained.

3.16 How the University manages inappropriate card use and misconduct

Cardholders who inadvertently charge personal expenditure to their University corporate credit card, and do not voluntarily reimburse that expenditure within seven (7) days of becoming aware of it, will face disciplinary action.

The University will deal with the contravention of policy, abusive, improper and/or fraudulent corporate credit card transactions.

  • Improper use of corporate credit card – Transactions that are intended for University use but are not allowed by University policy and procedures, government regulation or other law will be deemed improper. Where a pattern of improper use can be identified, it will result in this behaviour being deemed as deliberate.

  • Abusive practices – Authorised goods and services purchased at terms that are disproportionate with their worth to the University or generally considered excessive with reference to comparable prices for like goods and services.

  • Fraudulent transactions – Includes the use of the University corporate credit card in splitting the payment of transactions, and to acquire goods and services for personal use or personal gain.

  • Disciplinary action – Disciplinary provisions apply to both Cardholders and approvers. The action taken for individual cases will depend on the severity of the misdemeanour, the Cardholder’s intent and any special circumstances. Disciplinary action can include, but is not limited to, formal reprimand, administrative action in the form of card cancellation, cost recovery, civil prosecution and/or criminal action.

Refer to the University of Queensland Enterprise Agreement 2014-2017 section 38.
 

4.0 Roles, Responsibilities and Accountabilities

The key roles and responsibilities relating to the corporate credit card procedure are outlined below:

4.1 Cardholders

A Cardholder is defined as a staff member who has been allocated a corporate credit card. They have a range of responsibilities represented under the sections below:

4.1.1 Accountability

UQ Corporate Cardholders are accountable for all transactions on their card. Cardholders can use the corporate credit card for official University expenditure only.

Cardholders are accountable for the timely reconciliation and submission of their Corporate Card transactions.

Additional information about transaction reconciliation is contained in the following sections of this procedure:

  • 3.8 How to reconcile corporate credit card expenditure

  • 3.12 How outstanding reconciliations are managed.

4.1.2 Duty of Care

Cardholders must maintain an up-to-date knowledge of PPL 9.40.02 Corporate Credit Cards.

4.1.3 Card security and changes in circumstances

The individual Cardholder is responsible for card security and must notify the Credit Card Administrator at expenses@uq.edu.au in the following circumstances:

  1. If the Cardholder takes significant leave exceeding six (6) months (i.e. annual leave, long service leave or extended sick leave) the card should be returned to the Credit Card Administrator.

  2. If the Cardholder changes their name. A copy of your legally binding name change document must be emailed to expenses@uq.edu.au. This information is given to CBA to update the details of your corporate credit card. The Credit Card Administrator will email the Cardholder when their new card is ready for collection.

  3. If the Cardholder is transferring from one organisational unit to another. Corporate credit cards are transferable from one organisational unit to another (with authorisation from the new Head of Organisational Unit). Please contact the Credit Card Administrator by emailing expenses@uq.edu.au for advice.

4.1.4 Leaving UQ

The corporate credit card must not be used and must be returned to FBS in the following conditions:

  1. after notice of termination of employment with the University is given by the Cardholder, or is received by the Cardholder,

  2. if the Cardholder is transferred to duties not requiring use of the card, or

  3. if the Cardholder is provided a directive to surrender the card.

The Cardholder should return the card in person. If the Cardholder is not located at St Lucia please email expenses@uq.edu.au to make alternative arrangements.

4.1.5 Card Use

Cardholders can use the corporate credit card for official University expenditure only.

Personal expenditure must not be charged to a University corporate credit card. In the event that personal expenditure is charged to a corporate card in error, the funds must be repaid to the University within seven (7) business days. Refer to PPL 1.50.01 Code of Conduct

4.1.6 Prohibited purchases

The following purchases require prior written approval from Head of School or equivalent:

1. Flowers

2. Passports

3. Memberships for airlines (excluding Qantas Club and Virgin Lounge memberships purchased or renewed through The University of Queensland with the relevant authority)

4. Memberships for recreational, sporting or social clubs

5. Personal memberships and subscriptions

The following purchases are strictly prohibited:

1. Any expenditure which may be subject to other taxation such as income tax

2. Cash exchangeable products (e.g. Travellers Cheques) and foreign currency

3. Cash withdrawals from the bank

4. Dangerous goods and hazardous substances (incl. drugs)**

5. Expenses where funds have been or will be paid via another method

6. Internet transactions which are not on secure sites

7. Plant and equipment items:

  • Account Code: 705230 – IT Equipment Purchases

  • Account Code: 705240 – Motor Vehicle Purchases

  • Account Code: 705250 – Other Plant and Equipment Purchases

8. Portable and Attractive items:

  • Account Code: 705310 – Portable & Attractive Items - Plant & Equipment

  • Account Code: 705315 – Portable & Attractive Mobiles

  • Account Code: 705320 – Portable & Attractive IT

9. Print services or promotional material other than through the University's provider Ergo

10. SSP (Special Studies Program) related travel expenditure for which an allowance has been paid

11. Transactions exceeding the Cardholder’s transaction limit. Transactions cannot be split to fit within your transaction limit. This is not permitted by the merchant’s bank, CBA and UQ

12. Tipping/gratuities in Australia, or another country, where tipping is not a common practice.

13. Personal rewards cards (e.g. Everyday Rewards, Flybuys etc.) must not be used to accumulate points when using a UQ Corporate Credit Card.

** Certain Cardholders have been provided with an exemption from the CFO.

4.1.7 Going outside of policy

In some cases, you may be required to purchase something on your corporate credit card that is outside policy. If you need to go outside of policy, please do the following:

  • Create a memo from the Cardholder to the CFO or their delegate, signed by the Head of School.

  • Email this memo as a PDF file to expenses@uq.edu.au.

  • Once this is approved or declined by the CFO or their delegate, the Credit Card Administrator will email the Cardholder by returning the authorised request or advise that the request has been declined.

  • Ensure a copy of the memo with approval on it is kept with the tax invoice for this corporate credit card transaction.

  • Approval must be in writing before you make the purchase.

4.1.8 Faxing or emailing corporate credit card details

Cardholders are permitted to fax or email corporate credit card details to suppliers providing the following procedures are followed:

Fax:

  • Source documents are shredded or the credit card details are removed from the document. This can be done by blacking out the credit card details.

  • Supplier is contacted to confirm receipt of fax.

Email:

  • Split the credit card details e.g. Twelve (12) digits over the phone and the remaining four (4) digits via email;

  • Eight (8) digits via one email and the remaining eight (8) digits via another email.

Do Not:

  • Email your entire credit card details (this includes emailing the entire credit card details as an attached file), and/or

  • Photocopy your credit card (front or back) under any circumstances. If you are requested to do so, please forward the details to expenses@uq.edu.au.

4.1.9 Internet purchases

The University’s corporate credit cards may be used for purchases over the internet, subject to the following conditions:

  • Purchases are only to be made at secure sites. No purchases can be made over the internet unless the information you send is encrypted. All corporate credit card transactions on the site must take place in secure mode. On some browsers, a “warning” message appears when you enter into the secure area of the web site. A similar alert message may appear when you move from secure mode to insecure mode.

  • There are several ways to confirm that you are in a secure area. For example, the Universal Resource Locator (URL) will have “https” instead of “http”. Internet browsers have a symbol to indicate secure mode.

  • The supplier’s web site should contain the supplier’s privacy, security, shipping and returns policy. Cardholders should check these statements to ensure that the University’s interest is protected.

  • The card number should be given every time you order. In the event that corporate credit card information needs to be stored within a user profile on a purchasing website the Cardholder must email expenses@uq.edu.au the purchasing website address and details that are to be kept on a register acknowledging where UQ corporate credit card details are logged.

  • Purchases should only be made from reputable suppliers. As with purchases over the telephone, only deal with suppliers you know. Contact information appearing on the web site should be verified against other sources such as a telephone directory or promotional material appearing in an industry journal.

  • The card number must not be provided via email or used as proof of identity.

4.1.10 GST and supporting documentation requirements

The Cardholder must obtain appropriate documentation for expenses incurred on behalf of the University. The University’s preference is a tax invoice or invoice however it is acknowledged that this may not always be available and a document that contains the relevant information, as detailed in the table below, is suitable.

The University can receive one of the following alternative documents to claim a GST credit for acquisitions that cost $82.50 or less (including GST):

  • a cash register docket;

  • a receipt; or

  • an invoice.

For transactions of $82.50 or less, if you can’t obtain one of the alternative documents (listed above) record the purchase on a Missing Supporting Document Declaration, providing the following details:

  • the name and ABN of the supplier

  • the date of purchase

  • a description of the items purchased and

  • the amount paid

If you are unable to provide the necessary detailed information the transaction must be treated as GST FREE.

Supporting documentation must meet the following requirements if:

GST can be claimed (unless under $82.50 as above)

No GST can be claimed

The supplier’s identity

The supplier’s Australian Business Number (ABN)

A brief description of what is sold, including the quantity (if applicable) and the price of what is sold

The extent to which each sale is a taxable sale – this can be shown separately or, if the GST to be paid is exactly one-eleventh of the total price, as a statement such as ‘total price includes GST

The date the document is issued

The amount of GST payable for each sale

The buyer's identity or ABN (if the total sale price is at least $1,000)

Note: A transaction docket is NOT a valid tax invoice.

The supplier’s identity

A brief description of what is sold, including the quantity (if applicable) and the price of what is sold

The date the document is issued

 

The University is unable to claim any International Taxes (e.g. GST/Tax/VAT) and Australian taxes such as WET.

Additional supporting documentation requirements should be in line with any relevant University PPL, based on the nature of the expenditure (e.g. 9.45.07 Special Payments).

If you do not have adequate supporting documentation, you must submit a Missing Supporting Documentation Declaration.

4.1.11 Missing Supporting Documentation Declaration

In exceptional circumstances only, a Missing Supporting Documentation Declaration may be submitted where receipts have been lost. The declaration must specify the reason that receipts are not available and must be signed by the Cardholder.

Only one (1) Missing Supporting Documentation Declaration per reconciliation is permitted.

Cardholders deemed to be abusing this concession by frequently submitting Missing Supporting Documentation Declarations may be required to reimburse the expenses to the University.

4.1.12 FBT requirements

Cardholders should familiarise themselves with FBT and how it applies to certain expenses. Additional information is available PPL 9.65.02 FBT. To assist Cardholders to correctly calculate the value that FBT applies the following calculation tools are available in EMS Quicklinks and FBS Online Forms:

  • Hospitality Calculator – the calculator enables the user to calculate the maximum exemptions applicable to the expense, reducing the overall expense value.

  • Dual Purpose Travel Calculator – refer to PPL 1.90.01 Travel Policy, 5.5 Dual purpose travel.

Additionally within EMS, there are inbuilt FBT calculators for the following expense types (the inbuilt calculators will automatically apply the correct value to the appropriate tax treatment):

1. Relocation Expenses; including:

  • Visa and medical costs

  • Temporary accommodation & furniture lease

  • Removal and storage costs

2. Other employee costs; including:

  • Privately billed business phone and internet

  • Memberships

  • Subscriptions

  • Employee prizes and awards

4.1.13 Loss, theft or unauthorised use

Loss or theft of the card, or suspected unauthorised use of the card, must be reported immediately to your supervisor and the CBA, telephone number 13 15 76. The CBA may ask for the following information:

  • Name

  • Date of Birth

  • Company Name

  • Card Limit

  • Account address

Please record the reference number provided by the bank and convey to the Credit Card Administrator in the FBS by emailing expenses@uq.edu.au.

The University may be considered negligent and thereby liable for any loss or fraud if not reported immediately.
 

4.2 UQ Corporate Card Verifying Officer

Role
A UQ Corporate Credit Card Verifying Officer is a staff member of the University who is authorised by CBA to verify identities of Cardholders

Responsibilities
The responsibilities of a UQ Corporate Credit Card Verifying Officer are as follows:

1. The UQ Corporate Credit Card Verifying Officer must be physically present with the card applicant when the verification process takes place. Verification cannot be conducted over the phone or by getting the card applicant to send them a photocopy of their identity documentation.

2. The UQ Corporate Credit Card Verifying Officer must view the card applicant's completed CBA New Cardholder Request

3. The UQ Corporate Credit Card Verifying Officer must view the identification document(s) to confirm that the following details of the card applicant have been entered on the CBA New Cardholder Request correctly:

  • Cardholder’s name

  • signature and

  • date of birth and/or residential address.

4. The UQ Corporate Card Verifying Officer needs to ensure the CBA New Cardholder Request form bears:

  • the name of the University and

  • the name of the card applicant.

5. The UQ Corporate Card Verifying Officer needs to witness the card applicant signing the CBA New Cardholder Request and make sure that they record the date this has been performed.

6. The UQ Corporate Card Verifying Officer must sign and date the CBA New Cardholder Request.

7.  The UQ Corporate Card Verifying Officer must not photocopy or make any kind of copy of the information contained in the CBA New Cardholder Request or the identity document(s) provided by the card applicant as this could breach the Information Privacy Act 2009.

4.3 Reconcilers/Compliance Reviewer

Role: A compliance reviewer is a staff member of the University who has been assigned with the buyer role in UniFi. They are authorised to review and approve corporate credit card expenditure to ensure compliance with relevant policies and procedures. 

Responsibilities

  • The Compliance Reviewer checks & edits chartstring/s

  • The Compliance Reviewer checks and completes required docs e.g. hospitality calculator

  • The Compliance Reviewer checks expense complies with PPL and where there is an issue the Compliance Reviewer returns the expense (query) to the Account Holder or escalates to the appropriate Approver

  • Compliance Reviewers can review and report on transactions for all users that have the same admin centre 

4.4 Approvers

Role: An Approver is a role assigned to a financial delegate within UniFi. An Approver is an entrusted member of staff who has been assigned a financial delegation by the University. 

Responsibilities:

1. Complete approval tasks in compliance with 1.10.02 Financial Delegations.

2. In the case of private expenditure incurred on a corporate credit card:

  • If an error is identified, the Approver is required to instigate reimbursement to the University. Only once recovery has been made and documentation provided could the financial delegate approve the transaction. Documentation of reimbursement must be stored with the reconciliation.

  • Approvers can request that the Cardholder’s card be suspended or cancelled for non-compliance with University of Queensland policies and procedures. Any misuse of the card must be reported immediately to the Manager, Accounts Payable.

3. In the case that a Cardholder resigns from the University, is given notice, or no longer requires the card to fulfil their duties:

  • The Approver is accountable for the recovery of the card and ensuring it is not used for purchases from the time of the notification. The corporate credit card must be returned to the Credit Card Administrator.

4.5 Credit Card Administrators

Role: Credit Card Administrators are those staff members who have been assigned the responsibility of administering the Corporate Card Facility for the University

Responsibilities:

1. Administering the corporate Credit Card Facility at the University.

5.0 Monitoring, Review and Assurance

Compliance with procedure will be assessed via a range of mechanisms that will help to identify deficiencies with the Corporate Credit Cards Procedure and allow them to be addressed.

Monitoring activities and key performance indicators are outlined in the table below:

Monitoring Activity

Key Performance Indicator

Monitoring transaction ageing

Reconciliation completed within 30 days

Monitor that only UQ Staff members are allocated cards

Aurion audit of staff

Transactions are in line with policy

Random audit review of transactions

6.0 Recording and Reporting

Transactions, activities and results of this procedure are recorded via the University’s Expense Management System (ProMaster) and the finance system (UniFi).

7.0 Appendix

7.1 Definitions, Terms and Acronyms

 

Terms and Acronyms

  Definitions

Approver

UniFi role assigned to financial delegate

ATO

 Australian Taxation Office

Cardholder

The staff member who has been allocated a corporate credit card

CBA

Commonwealth Bank of Australia

CFO

Chief Financial Officer

Credit Card Administrator

The staff member who has been assigned the responsibility of administering the Corporate Card Facility for the University

EMS 

Expense Management System

FBS

Finance and Business Services

FBT

Fringe Benefits Tax

GST

Goods and Services Tax

General Ledger

Central repository of the accounting information of an organisation in which the summaries of all financial transactions (derived from subsidiary ledgers) during an accounting period are recorded.

MSDD

Missing Supporting Documentation Declaration

ProMaster

A cloud based Expense Management System built by an external vendor called Inlogik. This system was selected by UQ to provide staff with a convenient method of capturing expense claims, and reconciling credit card transactions. It provides access to staff, and handles all steps related to the approval workflow.

Portable and Attractive -

 Non-consumable items that:

  • Have a value of $1,000 or more (GST exclusive), but less than the University's capitalisation threshold of $5,000 (GST exclusive), and
  • Are susceptible to theft or loss due to their portable nature and attractiveness for personal use or resale.

QAO

Queensland Audit Office

Tax Invoice

A document generally issued by the supplier. It shows the price of a supply, indicating whether it includes GST, and may show the amount of GST and must show other information, including the ABN of the supplier and must satisfy the ATO definition of a valid tax invoice

UQ 

The University of Queensland

VAT

Value added tax (GST). The term used in UniFi instead of GST

Verifying Officer

Officer appointed by CBA who is authorised to verify identities of Cardholders

 

Custodians
Chief Financial Officer
Mr Andrew Betts

Forms

Printer-friendly version

Missing Supporting Documentation Declaration - Form

Missing Supporting Documentation Declaration - Form

Printer-friendly version
Body
Description: 

This form is used in place of an invoice or receipt to substantiate expenses.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Application Package - Form

UQ Corporate Credit Card Application Package - Form

Printer-friendly version
Body
Description: 

Application package for UQ Corporate Credit Card.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Approver in UniFi - Form

UQ Corporate Credit Card Approver in UniFi - Form

Printer-friendly version
Body
Description: 

Use this form to add an approver to a specific credit card in UniFi.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Disputed Transaction - Form

UQ Corporate Credit Card Disputed Transaction - Form

Printer-friendly version
Body
Description: 

This form to used to dispute a transaction on your UQ/CBA Corporate Credit Card.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Limit Adjustment Request - Form

UQ Corporate Credit Card Limit Adjustment Request - Form

Printer-friendly version
Body
Description: 

Form to request UQ Corporate Credit Card Limit Adjustment.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Reconciler or Viewer Access - Form

UQ Corporate Credit Card Reconciler or Viewer Access - Form

Printer-friendly version
Body
Description: 

Use this form to add a reconciler or viewer to a credit card in UniFi.

Custodians
Chief Financial Officer
Mr Andrew Betts
UQ Corporate Credit Card Third Party Collection - Form

UQ Corporate Credit Card Third Party Collection - Form

Printer-friendly version
Body
Description: 

Use this form to enable a third party to collect a UQ CBA Corporate Credit Card on behalf of the Cardholder.

Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts