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(1) This Policy establishes clear rules and conditions on the use, administration and management of Victoria University credit cards. (2) HESF: 6.2.1 Corporate Monitoring and Accountability (3) Standards for RTOs: Standard 7 (5) Accountable Officer: Deputy Vice-Chancellor Finance or their representative who will have absolute discretion to determine who may receive (and/or retain) a credit card. (6) Approving Officer: usually means the cardholder's supervisor but may refer to another person nominated by the supervisor or the Responsible Officer to review and approve the cardholders' expenses. (7) Responsible Officer: refers to the employee nominated by the Policy Owner with overall management responsibility for credit cards and the Concur system. (8) Finance Expense Management Administrator: means the person nominated by the Responsible Officer, responsible for processing credit card applications, suspension of credit cards and cancellation of credit cards as required in accordance with this Policy and maintenance of employee access to the Concur system, including support and training in the Concur system functionality. (9) Employee: means a person who is employed by the University and paid by the University through the University payroll. This does not include students, casual staff, sessional staff, or external contractors or Victoria University Council Members, but does include the Chancellor and Vice-Chancellor of the University. (10) Cardholder: An employee of VU issued with a University credit card. (11) Expense Delegate: can only be an individual who is employed by the University and paid by the University through the University payroll. This does not include students, casual staff, sessional staff, or external contractors. (12) Any employee issued with a University credit card (a cardholder) must only use the credit card in accordance with the terms and conditions set out in this Policy and its associated Procedure. (13) The cardholder is responsible for the monthly coding and submission of the credit card expenses. (14) The University is liable for any legitimate/approved/permitted charges on the credit card and not the cardholder. (15) The University can track, account for and manage its expenditure systematically and robustly. The terms and conditions of this Policy must be strictly adhered to. (16) Provision of a University credit card is a privilege, not a right. The University may issue a card to an ongoing or fixed term employee of the University or its entities. The University will not issue a Corporate Credit Card to visiting or casual employees. (17) An employee will not be issued with more than one credit card. (18) Credit card application criteria includes: (20) A University credit card must only be used for legitimate University Business, and where the University does not have a contract with a preferred service provider, as listed on the Procurement intranet site, for the provision of the goods or services being purchased. (21) If in doubt about whether the expense can be incurred on a University credit card, the cardholder should seek advice from the Approving Officer or the Procurement Department before they incur a University credit card expense. (22) These conditions apply regardless of: (23) The cardholder will be held personally liable for any unauthorised use of the credit card unless the unauthorised use is the result of a lost or stolen the credit card (provided the cardholder took adequate measures to prevent the credit card from being lost or stolen) or is otherwise the result of fraud on the part of some third party. (24) A University credit card must not be used: (25) An exception to using the credit card for prohibited items as in clause 24 requires pre-approval from the Executive Director Procurement and Finance Operations. Gift Cards can only be procured through the Procurement Hub. (26) The University expects all cardholders to comply with all University policies, procedures and guidelines when using a University credit card, including the University’s Appropriate Workplace Behavior Policy, Financial Code of Conduct Policy, and Delegations and Authorisations Policy. (27) If a cardholder inadvertently charges a personal expense to a University credit card, the cardholder must immediately reimburse such credit card charge to the University together with any fringe benefits tax (FBT) liability which may have been incurred by the University as a result of the personal expense. (28) Where coincidental University business and personal expenditure are recorded on a single credit card account, cardholders must settle all such personal expenses before charging the balance on the University credit card. For example, when a cardholder makes private telephone calls or purchases goods for private consumption subsequently charged to the hotel’s account. (29) Cardholders must retain evidence of an expense incurred on the University credit card. Cardholders must acquit and submit for approval of their expenses every month. It is the Approving Officer’s responsibility to review and approve monthly as outlined in the Purchasing (Credit) Cards Procedure. (30) The cardholder must take adequate measures to protect the credit card from being lost, stolen or misused. (31) The cardholder must immediately notify any loss, theft or credit card fraud to the financial institution who issued the University credit card, Commonwealth Bank (CBA). This can be done by using the 24-hour emergency number provided when the card was issued (on the back of the MasterCard). (32) A cardholder must retain any notification number or other acknowledgment provided by the financial institution as evidence of the date and time of the notification. (33) A cardholder must also, as soon as possible, report the loss, theft or fraud of the cardholder's credit card to the Finance Expense Management Administrator. (34) The cardholder must keep up to date all information about the cardholder, including name, contact details, campus base, cost centre, delegation, Approving Officer. Any changes should be notified to the Finance Expense Management Administrator. (35) When the cardholder changes position within the University, it is the responsibility of the cardholder to advise their new supervisor to assess the requirement for the ongoing issue of the credit card to the cardholder. (36) Credit cards will be suspended for the following reasons; (37) Credit cards will be cancelled for the following reasons: (38) The cardholder must cut their credit card in half and immediately return the credit card to the Finance Expense Management Administrator:Credit Cards Policy
Section 1 - Summary
Section 2 - HESF/ASQA/ESOS Alignment
Section 3 - Scope
Top of PageSection 4 - Definitions
Section 5 - Policy Statement
Part A - Who is issued with a Credit Card?
Part B - Credit Card Conditions of Use
Part C - Prohibited Credit Card Use
Part D - Personal expenditure
Part E - Approvals and Acquittals
Part F - Loss, Theft or Credit Card Fraud
Part G - Advise Changes in Cardholder Particulars
Part H - Suspension and Cancellation of Credit Card
Part I - Return of Credit Card when Required or Requested
Top of PageSection 6 - Procedures