To set out the requirements relating to the establishment, approval, responsibility and management of corporate credit cards.
Establishment and review of corporate credit card arrangements
Executive Director, Finance and Resource Planning
Approval to hold a corporate credit card
Head of Organisational Unit
Responsibility for corporate credit card
Corporate Credit Cardholder
Suspension or cancellation of a corporate credit card
Head of Organisational
Unit or Director, Financial and Business Services
Maintenance of a register of Corporate Credit Cardholders
Director, Financial and Business Services
Subject to the approval of the Executive Director, Finance and Resource Planning, 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 Executive Director, Finance and Resource Planning.
The corporate credit card arrangements entered into 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 Expense Management System (EMS) provider.
An application for a corporate credit card must be approved by the applicant’s Head of Organisational Unit.
The Head of Organisational Unit must:
Ensure that the corporate credit card applicant:
Is a continuing, fixed term or adjunct employee of the University; and
occupies a position that:
has a regular and demonstrated need to purchase goods/services; and/or
is required to undertake international travel for University business; or
is required to undertake domestic travel for University business a minimum of three (3) times a year.
Determine the applicant’s authorised use of the corporate credit card for:
Monthly spend limit for travel and /or purchasing transactions; and
Individual transaction limit where the credit card use is for general purchasing;
the anticipated expenditure required by the position held by the applicant within the Organisational Unit; and
Agree to underwrite any corporate credit card transactions incurred.
the need for the cardholder to retain a corporate credit card;
the delegation appropriate to the cardholder; and
the credit limits applying to the card.
Subsequent to the Head of Organisational Unit approval to hold a corporate credit card, a card will be issued in accordance with FMPM Procedure 421 – Corporate Credit Cards.
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 in accordance with the following policies and procedures:
FMPM Policy 710 – Purchasing and FMPM Procedure 711 – Procurement Manual; 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 Card.
The return of a corporate credit card must be in accordance with FMPM Procedure 421 - Corporate Credit Card.
A corporate credit card may be suspended or cancelled by the Head of Organisation Unit or the Director, Financial and Business Services in accordance with FMPM Procedure 421 –Corporate Credit Card.
Corporate Credit Card Register
The Director, Financial and Business Services 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).
For enquiries in relation to this FMPM Policy please contact: email@example.com
Deputy Vice Chancellor, Services and Resources
Date for next review
Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework
Quality Standards and Policy Unit
Finance Committee (1/12)
Finance Committee (6/11)
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