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- Code of Conduct
- Code of Conduct – Explanatory Statement
- Code of Conduct – University Council
- Code of Conduct – University Council Explanatory Statement
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests – University Council
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Domestic and Family Violence Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Indemnity, Insurance and Legal Claims Policy
- Information Privacy Policy
- Legal Services Policy
- Litigation Assistance
- Professores Emeriti Policy
- Policy for the Affiliation of a Residential College
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Records Management Policy
- Reportable Gifts Policy
- Social Media Policy
- Risk Management Policy
- Right to Information Policy
- University Archives - Access
- University Seal Policy
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Equity
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
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Financial Management
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Appendices
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Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Plant and Equipment
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
-
Equity (FMPM 500 - FMPM 599)
-
Expenses (FMPM 700 - FMPM799)
-
Financial Management and Control (FMPM 800 - FMPM 899)
-
Further Applications (FMPM 900 - FMPM 999)
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Introduction (FMPM 100 - FMPM 199)
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Liabilities (FMPM 400 - FMPM 499)
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Revenue (FMPM 600 - FMPM 699)
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Appendices
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Human Resources
- Academic Promotion Policy
- Adjunct Appointments and Vice Chancellor's Fellow Policy
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Early Retirement Policy
- Enterprise Agreement 2016
- Employment and Recruitment of Casuals
- Human Resources Delegation Policy
- Infectious Diseases Policy and Immunisation Guidelines
- Market Loading Policy
- Optional Working Hours System (Op-Time)
- Overpayment of Wages Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Staff Study Assistance Policy
- Statement on Staff External Activities - Existing
- Supported Wage System (SWS) Policy
- Visiting Appointments
-
Health, Safety and Environment
-
Information and Communications Technology
-
International
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Satisfactory Academic Progress (SAP) Requirements for US Federal Aid Loans Eligibility
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Aid Loans – Return to Title IV
-
Learning and Teaching
- Annual Review of Subjects with Low Enrolments
- Blended Learning Policy
- Casual Teaching by Students Policy
- Charter of Responsibilities for Academic Quality and Governance
- Curriculum Approval, Accreditation, Monitoring, Review and Improvement Policy
- English Language and Numeracy Policy
- Framework for Postgraduate Courses Policy
- First Year Experience and Retention Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Honours Assessment and Postgraduate Coursework Awards Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Experience of Learning and Teaching (SELT) Policy
- Student Retention Policy
- Subject Outlines Policy
-
Quality and Planning
- Annual Report Policy
- Course Performance Reports and Division Academic Program Reports – Policy
- Financial and Operational Performance Management Policy
- Planning Management Policy
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Policy Development and Review Policy
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
- Quality Enhancement Framework
-
Research Education
-
Research Management
-
Student Services
- Academic Progression Policy effective from Jan 2019
- Administration of Commonwealth Scholarships Policy
- Admissions Policy
- Appointment of Examiners - Near Relatives Policy and Procedure
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy (Applies to graduations after 1 September 2018)
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Scholarships, Bursaries, Grants and Prizes Policy
- Credit Transfer Procedure
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Coursework Enrolment Policy
- Enrolment Requirements for International Student Visa-Holders Policy
- Examination Requirements Policy
- Intervention Strategy for Students Who Have Not Made Satisfactory Academic Progress
- Library Use Policy
- Publications by Members of Staff
- Review of Assessment and Student Access to Examination Scripts and Materials Policy
- Special Consideration, Supplementary, Deferred and Special Examinations Policy
- Student Access to a Dictionary During an Examination Policy
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Policy Liability Procedures - FMPM 400-499 FMPM 421 Corporate Credit Cards
FMPM 421 Corporate Credit Cards
Intent
The purpose of this Procedure is to enable administration of FMPM 420 – Corporate Credit Cards and Expense Reimbursements. This procedure applies to all University staff, students and guests. It sets out the requirements for application for expense reimbursements and issuance, approved use, acquittal, and suspension or cancellation of a University Corporate Credit Card.
Definition
Consultant – a person, company or body who provides expert knowledge to analyse information, draw conclusions and make recommendations for future action, which the University may use to take a course of action to reach a desired outcome. The nature of the proposed outcomes may be open ended and complex e.g. a range of recommendations for the University to consider.
Contractor – includes trade service providers (for example plumbers, carpenters, electricians and painters), cleaning services and temporary staff who are engaged to provide office services including data entry, administration, teaching, lecturing thesis marking etc.
Corporate Credit Card - is 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.
Expense Reimbursement - Expense reimbursement is a method for paying University staff members, students or guests when they spend their own money on business-related expenses. It is preferred that University travellers incur business related expenditure using a corporate credit card where possible and only use personal funds when credit card facilities are unavailable or a holder of a corporate credit card is unavailable to make the purchase.
Expense Type - Also known as the usecode, this refers to the nature of the goods or services purchased, e.g. Airfares, Vehicle Hire, Accommodation, Meals, etc.
Travel & Expense Management System (TEMS) – the University’s current system supporting the administration of travel activity, expense reimbursements and corporate credit card acquittal.
Contents
Acquittal of Cash Withdrawals Using Corporate Credit Card
Private Expenses on Corporate Credit Card
Suspension/Cancellation and Return of Credit Cards
Procedure
Central Corporate Credit Card
The Corporate Card & Expense team manage the central corporate credit card to be utilised to pay the upfront travel expenditure including flights and car hire on behalf of all University travellers.
All transactions purchased using the central corporate credit card will be acquitted by the Corporate Card & Expense team eliminating the need for the travellers to perform these acquittals.
To utilise the central corporate credit card, the travellers MUST create their travel request using the University’s TEMS.
Application
An application for a corporate credit card must be made by completing the University’s Corporate Credit Card Application and Agreement. The application will be assessed by the Strategic Procure to Pay team for completeness and to ensure that the approval to hold a corporate credit card is in accordance with FMPM 420 – Corporate Credit Card Policy.
Unsuccessful applications, with appropriate explanation, will be returned to the applicant.
Approval
Applications for a Corporate Credit Card are approved by a Corporate Credit Card Authority who must:
- Ensure that the corporate credit card applicant meets one or more of the following criteria:
- is a continuing, fixed term staff member that has a regular and demonstrated need to purchase goods/services
- is a continuing, fixed term staff member or post graduate student that is required to undertake regular domestic travel for University business
- is a continuing, fixed term staff member or post graduate student that is required to undertake international travel for University business
- is a continuing, fixed term staff member that is required to undertake travel as the most senior traveller and is expected to pay for travel expenses on behalf of a group
- Where the applicant is a staff member determine whether they require authorisation for the use of the corporate credit card for either or both:
- Travel (refer FMPM 740 - Travel Policy and FMPM 741 Travel Procedure);
- General purchasing (refer FMPM 710 - Procurement Policy and FMPM 711 - Procurement Procedure).
- Considering both the:
- anticipated expenditure required by the position held by the applicant within the Organisational Unit; and
- Financial Delegations Register Table 1.
Determine the:
- Monthly spend limit for travel and /or purchasing transactions; and
- Individual transaction limit where the credit card use is for general purchasing is less than $1,000;
- Agree to underwrite any corporate credit card transactions incurred.
- At least annually the Corporate Credit Card Authority is required to review:
- 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.
Issuance
- The Strategic Procure-to-Pay team will process the application for a University corporate credit card with the third party provider and will:
- ensure self paced corporate credit card and policy training is undertaken by the applicant
- ensure the on-line questionnaire regarding use of the corporate credit card is completed
- arrange for the collection or distribution of the corporate credit card; and
- update the Corporate Credit Card Register.
A University corporate credit card will only be issued where the applicant has:
- completed the Corporate Credit Card Application form within Service Now and accepted the Credit Card use Agreement, thereby agreeing to accept and abide by the conditions upon which the corporate credit card is issued;
- completed the Corporate Credit Card and Policy training;
- completed the on-line questionnaire regarding use of the corporate credit card; and
- provided photo identification at the time of collection of the card.
Approved Use
The Corporate Credit Card Application and Agreement, sets out the authorised use of (ie. for Travel and/or for Purchase of Goods and Services) and restrictions on use of University corporate credit cards. Additional approval is required for:
- Cash withdrawals on approved international University travel where the corporate credit card cannot be used.
- Expense Types which are not activated with the TEMS. Review by Strategic Procure to Pay and further approval by the financial delegate is required; and
- Payment for general purchases greater than $1,000. These purchases require approval under the University-Financial Delegations Register.
Where Corporate Credit Card Purchasing Delegation has been granted, it MUST NOT be used for:
- Personal or Private use. Where a cardholder inadvertently uses a corporate credit card for personal or private use they must report it immediately to the Corporate Card & Expense team (corporatecreditcard@jcu.edu.au);
- Payment of contractor or consultancy services;
- Payment to non-preferred suppliers where a preferred supplier arrangement is in place, unless approved by the Manager, Strategic Procure-to-Pay; and
- Payment for Schedule 4 restricted drugs, schedule 7 dangerous poisons, schedule 8 controlled drugs and scheduled 9 prohibited substances as per the Queensland Health (Drugs and Poisons) Regulation 1996.
Use of Corporate Credit Cards for these purchases WILL result in details of the breach recorded in the card holders personnel or student file as applicable and MAY result in disciplinary action and/or cancellation of the credit card based on the facts and circumstances of the breach.
Obtaining receipts/tax invoices
The cardholder or claimant is responsible for obtaining itemised receipts/tax invoices for all corporate credit card transactions, cash withdrawals and Cash Expense Reimbursements. Every endeavour must be made to secure itemised receipts/tax invoices and to use the corporate credit card otherwise costs may not be reimbursed.
It is mandatory that all supporting documents (e.g. tax invoices, itemised receipts, affidavits) are legible and attached to the related transaction within the TEMS.
If itemised receipts/invoices are not able to be obtained or they are misplaced, for a corporate credit card transaction a Missing Receipt Affidavit form is required to be completed within the TEMS at the time of acquittal or a Statutory Declaration completed and attached in the TEMS.
As receipts/tax invoices are not always able to be obtained, or sometimes are misplaced, a Statutory Declaration is only required to be completed when the total of card transactions/cash reimbursements exceeds AUD$200 or equivalent (per trip). This applies to both domestic and international travel to locations where tax invoices/receipts are not easily obtainable such as remote international and remote domestic locations. The Statutory Declaration must be accompanied by an itemised list of expenses covered under this form.
Where invoices are not received or maintained in relation to the reimbursement of personal funds or acquittal of cash withdrawals on international travel the claimant must complete the Missing Receipt Affidavit and provide additional supporting documentation such as a personal credit card statement or ticket stub as evidence. Failure to provide appropriate supporting documentation will result in personal funds not being reimbursed and possible recoupment of cash withdrawals through payroll deduction.
Repeated or otherwise unreasonable use of affidavits to acquit expenses MAY result in cancellation of the users corporate credit card.
Note: Hardcopy documentation must be retained by the traveller in accordance with FMPM 930 Document Retention policy .
GST amounts incurred on corporate credit card transactions greater than $82.50 (GST inclusive) can only be reclaimed from the Australian Taxation Office if a tax invoice is obtained. Where a tax invoice is not obtained, the GST amount will be added to the cost of the transaction and charged to the relevant Organisational Unit Account Number. Refer FMPM Procedure 732 - Goods and Services Tax. Users should note that not all receipts are tax invoices. To be a ‘Tax invoice’ the receipt must record the Australian Business Number (ABN) of the supplier and the GST component of the purchase amount.
Acquittal
Corporate credit card transactions and account statements are available online through the University’s TEMS.
All corporate credit card transactions must be acquitted:
- Within twenty one (21) days from completion of travel; or
- If the travel related expense is incurred before travel is undertaken, acquittal is to be completed before the start of the travel; or
- Within twenty-one (21) days of purchase.
- in accordance with FMPM 740 - Travel Policy and FMPM 741 Travel Procedure.
- in accordance with FMPM 710 – Procurement Policyand FMPM 711 – Procurement Procedure.
Staff should endeavour to complete a credit card acquittal at least every month to ensure account balances are as complete as possible and any disputed transactions are identified with sufficient time to resolve.
Expenditure incurred where the trip has not been pre-approved in accordance with FMPM 741 – Travel Procedure will not be paid by the University.
An Approver may elect to only reimburse a proportion of the travel claim if the costs are deemed unreasonable or inappropriate when considering the purpose and nature of the University travel.
Where in place travellers are required to use the OBT, TMC and other University Preferred Suppliers unless an exemption has been provided to the central travel team in advance of the cost being incurred.
Acquittal of Cash Withdrawals Using Corporate Credit Card
Spent portions of cash withdrawals must be acquitted with receipts detailing the date, nature of expense and amount.
Any unspent proportion of a cash withdrawal transaction, must be coded as a ‘Personal Spend’ within the TEMS and these funds will need to be repaid to the University via:
- Staff - automatically deducted from the corporate credit cardholder’s next available fortnightly payroll payment
- Postgraduate students – Arrange with Corporate Credit Card (corporatecreditcard@jcu.edu.au) to make a direct deposit into the University bank account
The amount taken out as a cash withdrawal should be kept to a minimum. It is highly recommended that smaller cash withdrawal amounts be taken out on a more frequent basis rather than one large amount.
Cash Reimbursements
Staff, Students and Adjuncts who have any out of pocket expenses must submit a claim through the TEMS.
All expense reimbursement claims must be submitted:
- Within twenty-one (21) days of purchase:
- in accordance with FMPM 740 - Travel Policy and FMPM 741 Travel Procedure.
- in accordance with FMPM 710 – Procurement Policyand FMPM 711 – Procurement Procedure.
Once the reimbursement is approved, the staff member, student, adjunct will be paid into their nominated bank account by Accounts Payable on the next available payment schedule date.
Private Expenses on Corporate Credit Card
It is recognised that there may be circumstances where Private expenses may unavoidably be incurred on a Corporate Credit Card where it is not possible to pay for the private component using a separate personal payment method.
Where a University corporate credit cardholder incurs an expense that is private or personal or otherwise determined unreasonable on the corporate credit card the cardholder must disclose through coding the expense as a ‘Private Expense’ in the TEMS and repay the amount to the University.
- Staff - automatically deducted from the corporate credit cardholder’s next fortnightly after-tax pay
- Postgraduate students – Arrange with Corporate Credit Card (corporatecreditcard@jcu.edu.au) to make a direct deposit into the University bank account failure to reimburse private or personal expenditure will lead to sanctions under the University’s Student Conduct Policy
Payment of Allowances
The traveller must complete and submit a claim through the TEMS to claim a camping, field, or private motor vehicle allowance.
A camping or field allowance reimbursement claim may be raised before undertaking travel.
A private motor vehicle allowance reimbursement claim may only be raised upon completion of travel. Travellers must keep a record of the actual kilometres travelled in order to claim a private motor vehicle allowance on return from travel and upload this document into the TEMS. Claims for Mileage Allowance for commuting under 50km from a staff members’ normal place of work must be accompanied by documentation validating kilometres travelled and a reason for not using the University Pool vehicles.
Once the allowance is approved, the traveller will be paid into their nominated bank account by Accounts Payable on the next available payment schedule date.
Disputed Transactions
It is the responsibility of the Cardholder that all transactions recorded in the Corporate Credit Card statement are legitimate.
Where a transaction charged is in dispute (e.g. not recognised/ charged in error) the Cardholder should, where possible, resolve the transaction with the supplier. Cardholders with transactions that remain in dispute after five (5) working days should contact the Strategic Procure-to-Pay team (corporatecreditcard@jcu.edu.au or 07 4781 5293) for processing of dispute.
The Cardholder has ninety (90) days from the date of the transaction to lodge a Dispute Form. After this period expires the transaction can no longer be disputed through the Credit Card provider and consequently, the transaction will be coded to an Organisational Unit Account Number.
Suspension/Cancellation and Return of Credit Cards
A corporate credit card MAY be suspended or cancelled at the discretion of the relevant Corporate Credit Card Authority or the Director, Financial and Business Services for any of the following reasons:
- the cardholder takes extended leave (e.g. maternity leave, LSL);
- the cardholder ceases continuing, fixed term employment or enrolment as a student with the University;
- the position currently held by the cardholder no longer requires a corporate credit card;
- the volume of transactions on the corporate credit card is less than minimum thresholds ie one international trip per year, three domestic trips per year or less than 12 purchasing transactions per year;
- failure to acquit transactions within required timeframes;
- misuse of the corporate credit card by the cardholder including unacceptable, inappropriate or fraudulent expenditure;
- continual non-compliance with the conditions contained within the Corporate Credit Card Application and Agreement and/or FMPM Policy and Procedures; and
- repeated use of alternative procedures for lost, destroyed or unobtainable itemised receipts/tax invoices.
Corporate credit cards that have been:
- suspended or cancelled must be returned to the Manager, Strategic Procure-to-Pay.
- the Manager, Strategic Procure-to-Pay will promptly notify the Corporate Credit Card provider of any card that has been suspended or cancelled.
Replacement or Renewal
Corporate credit cards become due for renewal periodically. The Strategic Procure-to-Pay team is responsible for the collection and distribution of renewed or replacement cards, in accordance with the credit card provider’s specific procedures.
Loss or Theft
Loss or theft of a corporate credit card must be reported immediately by the corporate credit Cardholder to the:
- Card Provider; and
- Strategic Procure-to-Pay team (corporatecreditcard@jcu.edu.au or 07 4781 5293).
Points of Contact
The points of contact for corporate credit card issues are:
- In Australia, the National Business Line, 131 012, or the nearest National Australia Bank branch; or
- Overseas, the National Business Line (Access Code) +61 131 012.
Related Policy Instruments
Competition and Consumer Act 2010 (Cwlth)
Crime and Misconduct Act 2001 (Qld)
Financial Accountability Act 2009 (Qld)
Financial and Performance Management Standard 2009 (Qld)
FMPM Appendix A - Financial Delegations Policy Financial Delegations Register
FMPM 711 – Procurement Procedure
FMPM 712 – Engaging Individuals as Service Providers
Government Information Technology Contracting (GITC) Framework (Qld)
HSE-PRO-004 Drugs and Poisons Procedure
James Cook University Act 1997
James Cook University Code of Conduct
James Cook University Corporate Procurement Plan
James Cook University Critical Incident Policy
James Cook University Statement on Integrity
Queensland Health (Drugs and Poisons) Regulation 1996 (Qld)
Right to Information Act 2009 (Qld)
Work Health and Safety Act (Qld) 2011
For enquiries in relation to this Finance Procedure please contact corporatecreditcard@jcu.edu.au
Administration
Approval Details
Policy Sponsor | Deputy Vice Chancellor, Services and Resources |
Approval Authority | Deputy Vice Chancellor, Services and Resources |
Date for next review | 09/2019 |
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 | 04/12/2017 | 06/12/2017 | Amended to incorporate changes to the University 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 |
- James Cook University
- Bachelor of Advanced Science
- Bachelor of Arts
- Bachelor of Biomedical Sciences
- Bachelor of Business
- Bachelor of Business / Laws
- Bachelor of Business & Environmental Science
- Bachelor of Dental Surgery
- Bachelor of Early Childhood Education
- Bachelor of Primary Education
- Bachelor of Secondary Education
- Bachelor of Environmental Practice
- Bachelor of Geology
- Bachelor of Information Technology
- Bachelor of Laws
- Bachelor of Nursing Science (External)
- Bachelor of Midwifery
- Bachelor of Pharmacy
- Bachelor of Physiotherapy
- Bachelor of Planning
- Bachelor of Psychological Science
- Bachelor of Science
- Bachelor of Social Work
- Bachelor of Speech Pathology
- Bachelor of Sport & Exercise Science
- Bachelor of Veterinary Science
- Bachelor of Clinical Sciences (Honours)
- Bachelor of Engineering (Honours)
- Bachelor of Engineering / Science (Honours) MBA in Tourism
- Master of Public Health and Tropical Medicine
- Master of Data Science
- Bachelor of Sports Psychology
- Bachelor of Marine Science
- Bachelor of Medicine / Surgery
- Bachelor of Nursing Science [Pre-Registration]
- Bachelor of Medical Laboratory Science (Honours)
- Bachelor of Occupational Therapy (Honours)
- Bachelor of Psychology
- Master of Conflict Management & Resolution
- Graduate Certificate of Conflict Management & Resolution
- Master of Global Development
- Master of International Tourism & Hospitality Management
- Bachelor of Technology and Innovation
- Bachelor of Science & Bachelor of Laws
- Diploma of Higher Education
- Diploma of Higher Education (Business)
- Diploma of Higher Education Majoring in Business Studies
- Diploma of Higher Education Majoring in Engineering and Applied Science
- Diploma of Higher Education Majoring in General Studies
- Diploma of Higher Education Majoring in Health
- Diploma of Higher Education Majoring in Information Technology
- Diploma of Higher Education Majoring in Science
- Diploma of Higher Education, Majoring in Society and Culture