Procedures

Corporate Credit Cards - Procedures

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1. Purpose and Objectives

The purpose of this document is to define the procedures on the issue, and use of corporate cards and the responsibilities of cardholders and authorising officers / financial delegates.

2. Definitions, Terms, Acronyms

Approver – A UniFi role assigned to financial delegate

Arrangement - An arrangement for the provision of a corporate credit card facility with a financial institution

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 an arrangement for the University

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

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

3. Procedures Scope/Coverage

These procedures apply to all staff involved in the operation, supervision, management and administration 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.

4. Procedures Statement

These procedures are based on guidelines issued in the following:

The underlying principles of these procedures are that University expenditure must be:

  • For official purposes
  • Properly documented
  • Available for scrutiny
  • Appropriate and justifiable, and
  • Authorised by an appropriate staff member.

5. Purpose of Corporate Credit Cards

The key attributes of corporate credit cards are as follows:

  • Purchase low value goods and services from Australian and overseas suppliers
  • Reduce the number of transactions through requisition/ purchase order, petty cash and reimbursement which have higher administration costs than corporate card processes
  • 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 travel, hospitality and entertainment.

6. Obtaining a Corporate Credit Card

6.1 Qualifying for a UQ corporate credit card

Who can apply for a corporate credit card?

Applicants with a business need, meeting the following criteria are invited to submit an application:

  • Over 18 years of age
  • In a continuing or fixed term (greater than 6 months' duration) paid position
  • Applications endorsed by the Head of School (or equivalent) for employees in positions less than 6 months will be considered on a case by case basis
  • Applications endorsed by the Head of School (or equivalent) for Co-appointees (where the co-appointment is with an organisation outside of The University of Queensland) will be considered on a case by case basis

Who is not able to apply?

  • Honorary position holders
  • Casual employees

6.2 Applying for a corporate credit card

To apply, applicants must complete the UQ Corporate Credit Card Application and send the application the Chief Financial Officer for consideration. The application package includes a Cardholder Acknowledgement and Declaration and CBA New Cardholder Request. 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.

Under the Commonwealth Government’s Anti-Money Laundering and Counter-Terrorism Financing Act 2006 and the associated Anti-Money Laundering and Counter-Terrorism Financing Rules Instrument 2007 (No.1) the identity of all cardholders must be verified before they can be issued with a UQ corporate credit card. Identification verification must be acknowledged on the CBA New Cardholder Request Form and completed in one of the prescribed methods as outlined in ‘Guideline 5.1 Identification verification methods’ by providing adequate identification as outlined in ‘Guideline 5.2 ID verification for UQ corporate credit card facilities’.

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.

The procedure for obtaining a corporate credit card is as follows (click diagram to enlarge):

Corporate credit cards cannot be released from FBS to the cardholder until the reconciler of the credit card has completed UniFi credit card reconciliation training.

6.3 Identification verification methods

To ensure The University of Queensland complies with both the Anti-Money Laundering Legislation and the Information Privacy Act 2009, 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.

6.3.1 Voluntary provision of a CBA bank account number

As part of the process of completing the CBA New Cardholder Request, a card applicant may voluntarily provide the Bank-State-Branch (BSB) number and account number of a personal CBA bank account in the relevant boxes on the form. 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.

6.3.2 Verification at a CBA branch

After completing the CBA New Cardholder Request, a card applicant can be verified at any branch of the CBA. The card applicant will need to be present at the branch with their completed CBA New Cardholder Request and original identity document(s) per the documents listed in ‘6.4 ID Verification for UQ corporate credit card facilities’.

The bank officer will use the documentation to record details including the card applicant’s name, document type, document number, place of issue, date of issue and expiry date on the CBA New Cardholder Request. The card applicant must ensure that the bank officer returns their CBA New Cardholder Request so that they can send it to FBS.

6.3.3 Verification by 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.

The Manager, Accounts Payable at FBS maintains a register located at Level 3, JD Story Building, St Lucia Campus, The University of Queensland. The register contains the name, work telephone number, physical work location, work email address and specimen signature of all UQ Corporate Credit Card Verifying Officers.

Card applicants can locate the most appropriate UQ Corporate Credit Card Verifying Officer to arrange a suitable time to have their identity verified. Refer to the following link for locations.

The steps that a UQ Corporate Credit Card Verifying Officer needs to perform 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 and card applicants must supply one of the following combinations of identification documents to the UQ Corporate Credit Card Verifying Officer:

  • 1x Primary Photographic Identification OR
  • 2x Primary Non Photographic Identification OR
  • 1x Primary Non Photographic and 1x Secondary Identification

Refer to ‘6.4 ID verification for UQ corporate credit card facilities’ for the list of identification documents that are permitted to be used.

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:

a. the name of the University and

b. 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 also needs to 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.

6.4 ID verification for UQ corporate credit card facilities

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 Nation (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.

6.5 Appointment and change of UQ Corporate Credit Card Verifying Officers

Organisational units are required to advise the Manager, Accounts Payable (at: cardservices@uq.edu.au) whenever there are any changes to their UQ Corporate Credit Card Verifying Officers such as a request for new appointments, change of name, change of address or if a UQ Corporate Credit Card Verifying Officer leaves the University.

The appointment of UQ Corporate Credit Card Verifying Officers is at the discretion of FBS. 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.

6.6 Corporate credit card collection

The cardholder must personally collect their corporate credit card. If the cardholder cannot personally collect their corporate credit card they must indicate on the Cardholder Acknowledgement and Declaration for issue of Commonwealth Bank (CBA) Corporate Credit Card form in the application package where the card needs to be sent or nominate a third party to collect on their behalf, using the Corporate Credit Card Third Party Collection Form.

6.7 Replacement corporate credit cards

Replacement cards are sent directly from UQ's bank provider to FBS. The Credit Card Administrator will contact you by email when your replacement card is ready for collection.

6.8 Increasing your corporate credit card limit

All corporate credit cards are issued with a UQ standard card limits.

UQ standard transaction and corporate card limit is:

  •  Transaction                            $  5,000
  •  Monthly credit card limit         $20,000

Card applicants will need to apply for a limit adjustment after the issuance of their new corporate credit card if their purchasing requirements exceed the UQ standard card limit. Limit adjustments must be processed via a UQ Corporate Credit Card - Limit Adjustment Request Form. Limit increases are subject to approval by the Head of School or equivalent and FBS.

Approved limit increases are only 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.

No notification is provided to cardholders at the time the limit reverts back to the UQ standard card limit.

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. 

7. Corporate Credit Cardholder Responsibilities

7.1 Accountability

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

7.2 Duty of care

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

7.3 Card security and changes in circumstances

The individual cardholder is responsible for card security. If the cardholder is taking 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.

Cardholders must notify Card Services of any change to their name. A copy of your legally binding name change document is required to be emailed to cardservices@uq.edu.au. This information is given to CBA to update the details of your corporate credit card. Card Services will email the cardholder when their new card is ready for collection.

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

7.3.1 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,
  3. if the cardholder is otherwise directed by a senior officer to surrender the card.

The cardholder should return the card in person however if the cardholder is not located at St Lucia please email cardservices@uq.edu.au to make alternative arrangements.

7.4 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

7.4.1 Prohibited purchases

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

  • Flowers
  • Passports

The following purchases are strictly prohibited:

  • Any expenditure which may be subject to other taxation such as income tax
  • Cash exchangeable products (e.g. Travellers Cheques) and foreign currency
  • Cash withdrawals from the bank
  • Dangerous goods and hazardous substances (incl. drugs)**
  • Expenses where funds have been or will be paid via another method
  • Internet transactions which are not on secure sites
  • Memberships for airlines (excluding Qantas Club and Virgin Lounge memberships purchased or renewed through The University of Queensland with the relevant authority)
  • Memberships for recreational, sporting or social clubs
  • Personal memberships and subscriptions
  • Plant and equipment items:

o    Account Code: 705230 – IT Equipment Purchases

o    Account Code: 705240 – Motor Vehicle Purchases

o    Account Code: 705250 – Other Plant and Equipment Purchases

  • Portable and Attractive items:

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

o    Account Code: 705315 – Portable & Attractive Mobiles

o    Account Code: 705320 – Portable & Attractive IT

  • Print services or promotional material other than through the University's provider Ergo
  • SSP (Special Studies Program) related travel expenditure for which an allowance has been paid
  • Transactions exceeding the cardholder’s transaction limit. Transactions cannot be split to fit under your transaction limit. This is not permitted by the merchant’s bank, CBA and UQ
  • Tipping/gratuities in Australia

Your personal rewards card (e.g. Everyday Rewards, Flybuys etc.) must not be used to accumulate points when using your UQ Corporate Credit Card.

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

7.4.2 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 cardservices@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 they 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.

7.4.3 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 cardservices@uq.edu.au.

7.4.4 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 cardservices@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.

7.5 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 which 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.

A Missing Supporting Document Declaration that is not accompanied by one of the alternative documents listed above is not sufficient for the University to claim GST. These transactions must be processed as GST Free in UniFi.

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.

7.5.1 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.

7.6 FBT requirements

All cardholders should be familiar with FBT that may arise with certain types of expenditure.

Cardholders must identify transactions on which FBT is payable and to allocate that expenditure to the appropriate account classes. Please refer to PPL 9.65.02 FBT for further information.

In the case of hospitality expenditure, the cardholder must also record the name of University staff and associates (i.e. spouse) in attendance, the names of non-university staff, the organisation that they represent and a completed hospitality calculator. The FBT liability will be calculated by using the Hospitality Calculator.

7.7 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, and to the Credit Card Administrator in the FBS by emailing cardservices@uq.edu.au. The CBA will ask for the following information:

  • Name
  • Date of Birth
  • Company Name
  • Card Limit

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

8. Corporate Credit Card Reconciliation

The University uses UniFi to reconcile corporate credit card payments. The key steps in the process are summarised as follows (click diagram to enlarge):

8.1 Statement and reconciliation frequency

Credit card transactions are loaded into UniFi from Monday to Friday. The University strongly encourages reconciliation and approval of transactions frequently; weekly or fortnightly.

Corporate credit card statements are not issued by the CBA.

Reconcilers can print a report from UniFi called the Verified Transaction Report which can be submitted to the approver with the receipts. For further information about how to run the Verified Transaction Report in UniFi please refer to Blackboard.

8.2 Transaction descriptions

Reconcilers must enter a description of the expenditure in the description field in UniFi. A meaningful description of the purchase and business purpose is required as this information is included in the University’s financial records, which is reviewed by internal and external parties. The first thirty (30) characters of the description are included in the financial records.

Transactions which are verified and/or approved without this detail will be returned to a status of staged for the reconciler to correct. The description is a summary of the goods purchased from the merchant and the business purpose. Examples of a Description:

  • Visa Nom 457 Johnson, R
  • J.Smith SYD 15/01/16 TF1234

8.3 Credit card transaction fees

Any credit card transaction fees should be reconciled to the same chart-string and natural expense account as the substantive expense.

There are no 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.

8.4 Disputed transactions

It is the cardholder's responsibility to ensure that all expenses listed in UniFi are correct. If a cardholder does not agree with or recognise a charge on their corporate credit card, the cardholder must investigate the transaction with the supplier and where necessary lodge a CBA UQ Corporate Credit Card Dispute Form with FBS via email cardservices@uq.edu.au.

You have 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.

To show the transaction as disputed in UniFi:

  • Enter the Description DISPUTED TRANSACTION.
  • 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.
  • The Status of the transaction remains at Staged. Once the transaction has been credited you then can reconcile the transactions.

A ‘disputed transaction’ module is available on Blackboard for reference.

8.5 Outstanding reconciliations

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.

An email will be sent to the cardholder and reconciler or approver at the beginning of each month detailing both unreconciled and unapproved overdue transactions. An example of the timing process is as follows:

 

Due

Warning

Cancellation

Bill Date

30 Days

31-89 Days

90 Days

05/01/XX

28/02/XX*

30/04/XX

05/02/XX

31/03/XX

31/05/XX

05/03/XX

30/04/XX

30/06/XX

05/04/XX

31/05/XX

31/07/XX

05/05/XX

30/06/XX

31/08/XX

05/06/XX

31/07/XX

30/09/XX

05/07/XX

31/08/XX

31/10/XX

05/08/XX

30/09/XX

30/11/XX

05/09/XX

31/10/XX

31/12/XX

05/10/XX

30/11/XX

31/01/XX

05/11/XX

31/12/2XX

28/02/XX

05/12/XX

31/01/XX

31/03/XX

* 29/02/XX during leap years. 

As per the Acknowledgement of Terms & Conditions the cardholder is responsible for ensuring transactions are reconciled and approved in UniFi.

8.6 Retention of records

All the invoices and documentation are to be retained in a secure place in the Local Organisational Unit for a period of five years after the University financial year, to which these records relate, as required under PPL 9.15.02 Retention of Financial Information. They must be available for examination by FBS, Internal Audit (IA) and External Audit.

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 and supporting documentation (e.g. hospitality calculator and approvals) are uploaded to the transaction as an attachment in UniFi at time of reconciliation, hard copies of documents are not required to be retained.

9. Approver Responsibilities

Approvers are accountable for reviewing, certifying and authorising charges incurred by cardholders. The approver should request any additional information or explanations that may be necessary to verify that the transactions are valid charges to the University.

The approver approves the transactions for a corporate credit card in the UniFi system.

Approvers must ensure that the cardholder is complying with PPL 9.40.02 Corporate Credit Cards.

UQ requires reimbursement for any private expenditure incurred on the corporate credit card. Only once recovery has been made and documentation provided can 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 Accounts Payable Manager.

Approvers are to review each year the need for corporate credit cards for each cardholder under their supervision.

Where a cardholder:

  • resigns from the University
  • is provided notice from the University or
  • no longer requires a 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. If the corporate credit card cannot be returned email cardservices@uq.edu.au to make alternative arrangements.

10. 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.

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

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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

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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

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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

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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

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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