Policy Financial Management Liabilities (FMPM 400 - FMPM 499) FMPM 420 - Corporate Credit Cards

FMPM 420 - Corporate Credit Cards

Policy
Procedures
Other related documents

Intent

To set out the requirements relating to the establishment, approval, responsibility and management of corporate credit cards.

Scope

Function	Responsibility of
Establishment and review of corporate credit card arrangements	Deputy Vice Chancellor, Services and Resources
Approval to hold a corporate credit card	Corporate Credit Card Authority
Responsibility for corporate credit card	Corporate Credit Cardholder
Suspension or cancellation of a corporate credit card	Corporate Credit Card Authority or Chief Financial Officer
Maintenance of a register of Corporate Credit Cardholders	Manager, Strategic Procure to Pay

Definitions

Corporate Credit Card A credit card issued for University purposes and its use is subject to relevant authorities, approval rules, delegations and account expenditures being in accordance with University policy and procedure. It is distinguishable by the imprinting of the James Cook University insignia on the face of the credit card.

Corporate Credit Card Authority Is the relevant financial delegate listed within section 9.02 of the Financial Delegation Register who has the authority to issue/withdrawal and increase/decrease of respective limits of permanent and temporary University corporate credit cards to/from staff members.

Policy

Establishment and Review of Corporate Credit Card Arrangements

Subject to the approval of the Deputy Vice Chancellor, Services and Resources, the University may establish corporate credit card arrangements with a major credit card provider/(s).

The corporate credit card arrangements must be periodically reviewed by the Deputy Vice Chancellor, Services and Resources,

The corporate credit card arrangements entered into with the card issuer should:

allow individual monthly credit limits to be applied;
allow industry/merchant category blocks;
provide for security against unauthorised use;
not involve the University in any liability for unauthorised use of individual cards;
be in the name of the University;
have a direct debit facility for the automatic payment of monthly corporate credit card accounts in full; and
provide daily enhanced data feeds to the University’s Travel and Expense Management System (TEMS) provider.

Corporate Credit Cardholder Responsibilities

Subsequent to the Corporate Credit Card Authority approval to hold a corporate credit card, a card will be issued in accordance with FMPM Procedure 421 – Corporate Credit Cards and Expense Reimbursements.

Corporate credit cardholders are accountable for:

all transactions undertaken on the card;
the safe custody of the card;
ensuring all expenditure is for official University business purposes only and is used in accordance with the following policies and procedures:
- FMPM 740 – Travel Policy
- FMPM 741 – Travel Procedure
- FMPM Procedure 421 – Corporate Credit Cards and Expense Reimbursements
- FMPM 710 – Procurement Policy
- FMPM 711 – Procurement Procedure and
- any other relevant University policy and procedure.

The corporate credit card must not be used for any purpose that is of a personal or private nature.

Corporate credit card transactions must be acquitted in accordance with FMPM Procedure 421 – Corporate Credit Cards and Expense Reimbursements.

The return of a corporate credit card must be in accordance with FMPM Procedure 421 – Corporate Credit Cards and Expense Reimbursements.

Suspension or Cancellation of Corporate Credit Cards

A corporate credit card may be suspended or cancelled by the Corporate Credit Card Authority or the Chief Financial Officer in accordance with FMPM Procedure 421 – Corporate Credit Cards and Expense Reimbursements.

Corporate Credit Card Register

The Chief Financial Officer is responsible for maintaining a Corporate Credit Card Register detailing:

the name of the corporate credit cardholder;
the monthly limit on the credit card; and
the transaction limit on the credit card (if purchasing delegation has been authorised).

Administration

Approval Details

Policy Domain	Financial Management
Policy Custodian	Vice Chancellor
Approval Authority	Finance Committee
Date for next Major Review	21/11/2022

Revision History

Version	Approval date	Implementation date	Details	Author
18-2	21/12/2018	21/12/2018	Amended to refer to delegated authority as the 'Corporate Credit Card Authority' instead of position roles	Director, Financial and Business Services
18-1	09/03/2018	30/04/2018	Changes made to reflect headline restructure 30/04/2018.	Quality, Standards and Policy
17-01	21/11/2017	06/12/2017	Amended to incorporate changes to the JCU expense management system and travel policy and procedures.	Director Financial and Business Services
15-01	09/09/2015	10/09/2015	Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework	Quality Standards and Policy Unit

FMPM 421: Procedure - Corporate Credit Cards