(1) This procedure: (2) This procedure applies to: (3) Nil (4) Nil (5) Employees provided with a University credit card (a cardholder) are only to use the University credit card in accordance with the rules set out in this Procedurs. In addition, cardholders must only use the credit card in accordance with the terms and conditions set out in the University Purchasing (Credit) Cards Policy . (6) The liability for any charges on a University credit card rests with the University and not the individual cardholder. Consequently, these procedures must be strictly adhered to and will be fully imposed as a means of limiting the risk of financial exposure of the University. (7) Each person involved in the issuing, use and monitoring of a credit card has obligations and requirements as part of their role. Procedures are outlined below for: (8) Employees who wish to apply for a credit card must: (9) Credit card transactions are downloaded from the financial institution usually within a day or two after transacting. Therefore, transactions can be viewed in Concur within a day or two following the day of transacting. (10) Cardholders are strongly advised not to wait until month end to process expenses as this can be done at any time, anywhere in the world, using a smartphone, iPad, laptop, or other device with web access. (11) In any month where one or more credit card expenses are incurred: (12) All transactions charged to the credit card must be fully substantiated. There are no materiality thresholds in relation to this requirement. Cardholders must: (13) At the time of incurring the expense, photograph the invoice/receipt, or as soon as possible thereafter, scan the invoice/receipt. (14) Attach the photograph or scanned copy to the expense item in the monthly expense claim. (15) Retain the hard copy original receipt until the expense has been approved within Concur. (16) In exceptional circumstances where an invoice or receipt is unable to be obtained, complete a Visa Declaration of Missing Tax Invoice/Receipt form . Scan and attach it to the expense item in place of the missing invoice/receipt. (17) Ensure each transaction in the monthly Expense Claim was incurred for University business purposes (see Purchasing (Credit) Cards Policy Part B). (18) If an expense is reimbursable to the University, refer to clauses 12 - 15 above. (19) Follow up discrepancies/disputes in credit card transactions immediately with the financial institution and notify the Credit Card Liaison Officer (20) Ensure goods or services paid for using the credit card were actually delivered or will be delivered. (21) Where goods or services were not delivered or not provided in accordance with original expectations, ensure a reversal of the expense is processed by the provider as soon as possible. (22) Ensure photographic or scanned evidence of original supporting documentation for each transaction is electronically attached to the expense item within the expense claim (23) Retain the hard copy original receipt until the expense has been approved within Concur (24) Forward the completed expense claim to the Approving Officer within five days after the month end close. (25) Monitor the submitted monthly Expense Claim to ensure the Approving Officer reviews and processes the claim within five days of submitting. (26) Advise the Finance Systems Analyst of any change in your details e.g. name, contact details, campus base, cost center, financial authorisation level,, Approving Officer, etc. (27) Where a change in position occurs, request the new Approving Officer to assess and confirm with the Finance Systems Analyst, the ongoing requirement for the credit card. (28) Cut in half and immediately return the credit card to the Finance Systems Analyst: (29) Expired cards should be cut in half and disposed of securely within the business unit. They do not need to be returned to the Finance Systems Analyst. (30) When a cardholder submits an expense claim an electronic Concur system message will be sent advising an expense claim awaits approval. (31) Review each expense item and ensure adequate and appropriate documentation is attached. (32) Review and be certain each expense item has been incurred for legitimate University purposes. (33) Where an expense appears not have been incurred for legitimate University business purposes, reject the expense item and seek further information from the cardholder. (34) Where an expense claim contains legitimate expense items, approve the legitimate expense claim items within five days of the cardholder submitting the claim. (35) The Finance Systems Analyst will initiate a review of the University's credit cards on an annual basis, usually in March of each year. The Finance Systems Analyst will write to all Approving Officers, providing details of cardholders who submit claims to them. (36) Approving Officers will: (37) The Finance Systems Analyst will be responsible for liaison with the Credit Card Liaison Officer to take the appropriate action based on the information received from the Approving Officers. (38) The Approving Officer must notify the Credit Card Liaison Officer immediately, the moment they are aware a cardholder's employment with the University is terminating and they must retrieve the credit card from the cardholder and return it to the Credit Card Liaison Officer. (39) Where an existing University employee, with a University credit card, transfers into your area: (40) Check the application to ensure all the required information has been completed correctly. (41) Pass the VISA Corporate Card Cardholder Request form to the Responsible Officer for review. (42) After the Responsible Officer has signed the VISA Corporate Card Cardholder Request form sign the form as the Verifying Officer. (43) Send the completed and approved VISA Credit Card Cardholder Request to the financial institution for processing. (44) Suspend credit cards as and when instructed. (45) Remove credit card suspension as and when instructed. (46) Instruct the financial institution to cancel credit cards as and when instructed. (47) Notify cardholders and Approving Officers when credit cards have been suspended or cancelled. (48) Develop and maintain a register of credit card suspensions and cancellations. (49) Increase or decrease credit card transaction and/or monthly spend limits as instructed. (50) Reduce temporary increases in credit card limits at the expiry of agreed periods. (51) Notify cardholders and Approving Officers when credit card limits have been altered. (52) Maintain a register of increases and decreases in credit card transaction and/or monthly spend limits. (53) Upon receipt of the new or replacement credit card, contact the relevant cardholder(s) to advise the credit card has arrived (54) Arrange to either send the credit card to the cardholder or for the cardholder to collect the credit card. The cardholder must advise the Credit Card Liaison Officer where the cardholder wishes the card to be sent e.g. through the University internal mail, to the cardholders' home address, to a different address, or if the credit card is to be collected by the cardholder in person (55) Provide and monitor employee access to the Concur Expense Management System where approved in accordance with the Purchasing (Credit) Cards Policy . (56) Provide user training in the use of the Concur Expense Management System. (57) Advise all cardholders, Approving Officers and Delegates of month end close dates. (58) Distribute non-compliance notices via bcc email on behalf of the Responsible Officer. (59) Advise the Credit Card Liaison Officer of any policy breaches requiring suspension or cancellation of a credit card. (60) Inform the Credit Card Liaison Officer of any changes to cardholder particulars. (61) Develop and distribute various credit card expense management reports. (62) Initiate an annual review of credit card requirements and make changes as required. (63) Instruct the Finance Systems Analyst to issue notices of non-compliance with this policy to the relevant cardholder and their Approving Officer (sent via bcc email on behalf of the Responsible Officer). (64) Monitor and ensure the effectiveness of the Purchasing (Credit) Cards Policy and these procedures. (65) Nominate the Finance Systems Analyst and Credit Card Liaison Officer. (66) The Finance Systems Analyst will provide training to all cardholders and delegates. (67) The Concur system is designed to perform invoice/receipt compliance checks on all expense items in accordance with the rules and regulations outlined in the Credit Card Policy and to meet the University's statutory obligations. (68) Compliance reviews will be conducted periodically by Finance Services — Financial Compliance team to assess the level of compliance with this Procedure and the Purchasing (Credit) Cards Policy . Non-compliance will be reported to the Responsible Officer to implement the appropriate corrective actions to remedy the audit issues identified. (69) Where non-compliance occurs, regarding submission and approval of expense claims,reminder notices will be sent via bcc email to the relevant cardholder and their Approving Officer, advising what action will be instigated. (70) Where expense claims are not submitted and approved within ten (10) business days following month end close, a reminder notice will be sent to: (71) Where an expense claim has still not been submitted and approved (or rejected) within five (5) business days of the 1st Policy Breach Notice date, a follow-up reminder will be sent to the cardholder and their Approving Officer, requesting the expense claim be submitted and approved (or rejected) within the next five (5) business days from the date of that notice. (72) Any cardholder or Approving Officer who does not respond to the 2nd Reminder Notice will be referred to the Responsible Officer who may apply either of the following conditions: (73) Where the cardholder has a history of non-compliance with this policy, the Responsible officer will immediately suspend the cardholders credit card. If the expense claim is not acquitted within one month the credit card will be cancelled. (74) Where a cardholder has their credit card cancelled for breach of this policy they will not be afforded the privilege of a new card in the future. (75) A credit card may be cancelled or suspended pursuant to clause (72) above. (76) Where the issue of a credit card to an employee is considered likely to expose the University to unlawful financial loss, the credit card will be cancelled immediately. (77) Where a cardholder becomes aware they have lost their credit card, they must notify the financial institution credit card provider, the Finance Systems Analyst and the Credit Card Liaison Officer. Immediately (78) Where a credit card has been lost (misplaced, destroyed or stolen), the credit card will be cancelled. Where suspected fraud appears on a credit card, the credit card will be suspended until the matter has been investigated. If fraudulent activity is confirmed the credit card will be cancelled. (79) Where a cardholder or their Approving Officer believe extenuating circumstances prevent them from finalising an expense claim they must advise the Finance Systems Analyst by email immediately stating the circumstances and committing to a date when the expense claim will be finalised. (80) The Finance Systems Analyst will refer the matter to the Responsible Officer who will consider and advise accordingly on a case-by-case basis. (81) Non-compliance with the policy regarding the approved use and prohibited use of a credit card (link to Policy) will result in the following consequences: (82) Nil.Purchasing (Credit) Cards Procedure
Section 1 - Purpose / Objectives
Top of PageSection 2 - Scope / Application
Top of PageSection 3 - Definitions
Section 4 - Policy Statement
Section 5 - Procedures
Part A - Roles and Responsibilities
Role
Responsibilities
Cardholder
Ensure compliance with the Purchasing (Credit) Cards policy , this Procedure and all relevant legislation. Complete the monthly expense claim and submit the expense claim to the Approving officer within two (2) business days of credit card cycle date close. Fully cooperate with credit card compliance reviews and audit requests. Not to exceed or attempt to exceed the approved credit card transaction limit or the total monthly limit. Not to authorise own expenditure. The cardholder or any other person is not to claim reimbursement for purchased goods or services where the cardholders' credit card has been used in respect of the same expense. Provide sufficient supporting documentation in accordance with requirements as outlined in this Procedure. In exceptional circumstances where an invoice or receipt is unable to be obtained a Visa Declaration of Missing Tax Invoice/Receipt form is to be completed, scanned and attached to the expense item in place of the missing invoice/receipt.
Approving Officer
Ensure compliance with the Purchasing (Credit) Cards policy and this Procedure. Fully cooperate with credit card compliance reviews and audit requests. Complete an annual review of credit cards cardholder details, credit limits and requirements for the cardholder to retain their credit card. Notify the Credit Card Liaison Officer immediately, when it becomes known a cardholder's employment with the University is terminating. Retrieve the credit card from the terminating cardholder, cut it in half and return it to the Credit Card Liaison Officer. Approve credit card reports within seven (7) days from cycle end date. Ensure transactions have been coded and submitted prior to cardholder leaving the University.
Credit Card Liaison Officer
Check and process new credit card applications in accordance with this Procedure. Suspend credit cards in accordance with this Procedure. Cancel credit cards in accordance with this Procedure. Increase and decrease credit card limits in accordance with this procedure. Notify the Finance Systems Analyst of any new credit cards and changes in credit card spend limits. Distribute new and replacement credit cards to cardholders in accordance with this Procedure.
Finance Systems Analyst
Provide and monitor employee access to the Concur Expense Management System. Provide user training in the use of the Concur Expense Management System. Distribute non-compliance reminders on behalf of the Responsible Officer in accordance with clause 1.10 of this Policy. Advise the Credit Card Liaison Officer of any policy breaches requiring suspension or cancellation of a credit card, and refer all cases of unauthorised use to the Responsible Officer. Inform the Credit Card Liaison Officer of any changes to cardholder particulars. Development of various expense management reports within the Concur system. Initiate an annual review of credit card requirements in accordance with these Procedures.
Responsible Officer
Monitor and ensure the effectiveness of this policy Issue notices of non-compliance with this policy to the relevant cardholder and their Approving Officer. Nominate the Finance Systems Analyst and Credit Card Liaison Officer
Part B - General
Part C - Steps and Requirements
Part D - Credit Cardholder Procedures.
Application for Credit Cards
Create and Submit Expense Claim
Provide Expense Item Supporting Documentation
Review Credit Card Transactions
Advise Changes in Particulars.
Return Credit Card.
Destroy expired cards
Part E - Approving Officer Procedures.
Review of Credit Card Transactions
Annual Review of Credit Cards.
Employee Terminations
Existing Cardholder Transferring in
Part F - Credit Card Liaison Officer Procedures.
New Credit Card Applications
Suspend and/or Cancel Credit Cards
Increase and decrease credit card limits
Distributing new and replacement credit cards to cardholders
Part G - Finance Systems Analyst Procedures
Part H - Responsible Officer Procedures
Part I - Accountability Support
Training Plan
Compliance Audits
Part J - Non compliance: expense claim submission and approvals
1st Policy Breach Notice:
2nd Policy Breach Notice
3rd Policy Breach Notice - Referral to the Responsible Officer
Cancellation or Suspension of a Credit Card:
Extenuating Circumstances
Part K - Non-Compliance: Credit Card Use
Top of PageSection 6 - Guidelines
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