Credit Card Procedure University Of New South Wales-Books Pdf

Credit Card Procedure University of New South Wales
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2 Roles and Responsibilities in relation to credit cards. The roles and responsibilities under the Credit Card Procedure can be summarised as. Roles and Responsibilities Matrix,Dean Chief,Divisional Financial. Card Card Holder Head or Officer or,Holder 1 Supervisor delegate delegate. Using credit card for appropriate uses, Maintaining original receipts or invoices for all credit. card purchases, Reconciling the credit card transactions within 30 days. from the end of the calendar month, Approving the credit card expenditure within 21 days.
of submission of the credit card reconciliation,Monitoring 2 credit card expenditure. Ensuring credit card compliance,3 Eligibility, The University may issue a credit card to an applicant who. is a continuing or fixed term employee of the University. has an approved financial delegation, is required to make purchases as part of their role and responsibilities and. agrees to abide by the conditions of use as stated in the credit card application form and to comply. with the Credit Card Policy this Procedure and all other relevant University policies and procedures. All exceptions to the above requires pre approval from the Chief Financial Officer. 4 Procedure, All transactions on the card must be for a legitimate University purpose The Credit Card Portal provides. information on how to obtain use and manage a UNSW Credit Card. 4 1 Application, To apply for a credit card staff must complete and sign a Credit Card Application form and submit it for.
approval by the delegating authority,4 2 Credit limits. Credit card limits are set to minimise risk to the University from misuse of cards without constraining staff. in effectively undertaking their roles, Default limits for credit cards are set at AUD 10 000 per month and individual transaction limits are set. at AUD 3 000 Card Holders must not exceed their transaction and or monthly limits and Card. Supervisors must not approve such expenditure, Increases to the default monthly or transaction limits must be approved by the Card Supervisor 3 by. emailing financehelp unsw edu au with the details of the Card Holder and limit change Transaction. limits can be set at a lower limit than the default amounts by the Card Supervisor. 4 3 Safekeeping, Card Holders are responsible for the safe keeping of their UNSW credit card and must keep their credit. card secure and their Personal Identification Number PIN confidential at all times. Or Finance Services Team as agreed by Faculty or Division. As per the monitoring procedure chapter 5 of this Procedure. Provided the new limits are within their financial delegation If not approval required from Card Holder s superior who has sufficient. financial delegation level,Credit Card Procedure Page 2 of 8.
Version 5 2 Effective 12 August 2019, Where the credit card is used to make purchases over the internet sites the Card Holder must ensure. the site has been confirmed as a secure site Additionally the Card Holder needs to ensure the website. does not retain the credit card details for future purchases. Lost or stolen cards must be reported immediately 24 7 to Westpac by telephoning 1300 651 089. internationally by reverse charge to Westpac 61 2 9155 7700 or by visiting a branch The Card Holder. must also immediately report the loss to the Card Supervisor and Finance Help Desk by telephone 02. 9385 3330 or email to financehelp unsw edu au,4 4 Credit card use. 4 4 1 Acceptable and unacceptable use of UNSW credit cards. Whilst this Procedure and supporting documents aim to cover many credit card usage scenarios Card. Holders are expected to exercise prudent judgment guided by the characteristics defined in the UNSW. Credit Card Policy and act in the spirit of this Procedure when using their UNSW Credit Card All. expenses must be for a legitimate University purpose meaning they are reasonable and appropriate in. the circumstances and publicly defensible, The following is an indicative list of items categorised as considered acceptable or unacceptable use of. UNSW credit cards,Items Acceptable Unacceptable, 1 Payments for low value goods services less than AUD 3 000 excl GST. outside of UNSW supplier and UNSW panel suppliers, 2 Deposits for low value goods and services less than AUD 3 000 excl.
GST outside of UNSW supplier and UNSW panel suppliers. 3 Professional membership subscriptions,4 Conference fees. 5 Travel and entertainment expenses incurred in accordance with the UNSW. Business Expense Procedure, 6 General equipment and consumables other than where UNSW or panel. suppliers exist ref section 4 4 2, 7 Expenditure made on behalf of the card supervisor 4. 8 Goods or services to a value above AUD 3 000 excl GST without. authorisation,9 Payment of fines or penalties, 10 Laboratory consumables that require monitoring via Jagger and registration. via the purchase order system, 11 Donations including charitable or political and sponsorship.
12 Travel related expenditure including meals and incidentals for which the. Card Holder has received a per diem travel allowance. 13 Cash advances including purchase of cash exchangeable products e g. Traveller s Cheques foreign currency, 14 Direct debits unless pre approved by the Chief Financial Officer. 15 Any other purpose which the cardholder knows or ought reasonably to. know constitutes inappropriate usage of the credit card. 4 4 2 UNSW suppliers and UNSW panel suppliers, Card Holders must familiarise themselves with the list of UNSW suppliers and UNSW panel. suppliers Where a UNSW supplier or UNSW panel supplier exists the goods or services should. be purchased through these suppliers by raising a purchase order approved in NS Financials. rather than being paid via Credit Card in accordance with the UNSW Procurement Policy. 4 In other words a supervisor should not seek to circumvent the spirit of the Credit Card Policy by having their subordinate procure on. their behalf,Credit Card Procedure Page 3 of 8,Version 5 2 Effective 12 August 2019. 4 4 3 Unavoidable private expenditure, Use of credit cards for private expenditure is prohibited even if that expenditure is intended to be. subsequently repaid It is recognised however that under certain circumstances it is unavoidable. when connected to a legitimate business purpose or is incurred in genuine error In those cases. the Card Holder must reimburse the University via BPay 5 without delay and not later than within. 14 days from transaction date Private expenditure on credit cards is monitored to ensure that. only unavoidable private expenditure is incurred,4 4 4 Expenditure requiring pre approval.
Certain types of expenditure require pre approval Card Holders are required to attach evidence. of approval along with the supporting documentation for the transaction Table below lists. relevant expenditure categories with the associated approvers. Type of expenditure Approver, Domestic and international travel require Person with the appropriate level of authority. approval notification to be completed prior to within the traveller s Faculty or Division. making a booking, Training and conferences Person with the appropriate level of authority. within the Card Holder s Faculty or Division, Expenditure over AUD 3 000 excl GST Person with the appropriate level of authority. within the Card Holder s Faculty or Division,Direct debits Chief Financial Officer. Expenditure otherwise contravening this Procedure Chief Financial Officer. and or the supporting Policies and Procedures,4 4 5 Sharing credit cards.
The credit card is issued in the individual staff member s name and sharing with any other. person is prohibited, The Card Holder must not redirect purchases to their subordinate s credit card in the same way. as the Card Supervisor must not approve transactions that relate specifically to themselves. It is considered acceptable that executive assistants or equivalent make purchases on behalf of. the cardholder i e airfares accommodation etc provided the expenditure relates to the. cardholder Where a transaction is made for the general functioning of the office school or. administrative unit the executive assistant administrative officer may utilise their UNSW credit. 4 4 6 Supporting documentation requirements, Original receipts and tax invoices must be obtained for all transactions including Paywave. contactless transactions Receipts invoices without a description of goods or services supplied. are not acceptable i e EFTPOS receipts not accompanied by tax receipts PayPal transaction. printouts Tax invoices and receipts must contain clear and meaningful descriptions of the goods. or services purchased If the tax invoice does not provide an adequate description of the goods. or services the cardholder may need to further clarify the nature of the expense through the. comment field in the reconciliation process, For expenditure requiring pre approval see 4 4 4 pre approval 6 is required to be attached. along with the underlying supporting documentation. In the event of lost or unobtainable invoices receipts a Missing Receipt Declaration must be. completed and submitted unless the transaction value is less than AUD 75 00 excl GST 7. Where expenditure on the card cannot be substantiated as expenditure for a legitimate. University purpose it will be treated as private expenditure meaning that the amount must be. repaid and the use of the card will be treated as a breach of the Credit Card Policy and this. Biller code is 5181 reference number is the UNSW Credit Card number. For travel transactions where trip has been approved through the travel system the Card Holder is required to include booking ID. GST cannot be claimed on these transactions and should be changed to nil when doing the reconciliation. Credit Card Procedure Page 4 of 8,Version 5 2 Effective 12 August 2019. 4 4 7 Transaction splitting, Purchases must not be split into smaller transactions or over multiple credit cards to circumvent.
expenditure or transaction limits Such actions will be viewed as a breach this Procedure. 4 4 8 Transactions whilst on leave, If the Card Holder is taking significant leave exceeding six 6 months i e maternity leave long. service leave or extended sick leave the Card Holder should notify Finance Helpdesk to bring. the functional credit card limit to zero This rule does not apply when approved by the. Dean Divisional Head or equivalent for example long service leave combined with research. activities,4 4 9 Actioning disputes, It is the Card Holder s responsibility to action and resolve disputed credit card transactions with. the bank and or merchant within 28 days,4 4 10 Deviation from this Procedure. It is acknowledged that deviation from this Procedure may be necessary in exceptional. circumstances Where this occurs the Card Holder must seek approval of such deviation from. the Chief Financial Officer or delegate Such approval must be obtained before making a. purchase and is required to be attached along with the transaction supporting documentation. 4 5 Administration,4 5 1 Reconciliation of the credit card. Credit card transactions must be acquitted and reconciled within 30 days from the end of the calendar. month Guidance on how to reconcile credit card transactions is available on the UNSW Finance Portal. The cardholder must certify that all charges shown are correct and were incurred for specific business. expenditure purposes For each individual transaction a clear description and accurate coding of what. the expense relates to must be provided, It is the responsibility of the Card Holder to obtain sufficient supporting documentation from the supplier.
in relation to each purchase made on their credit card see 4 4 6 This documentation must evidence. that a transaction has been processed on the credit card and support the transaction as a valid business. related expense, The below outlines the course of actions where credit card transactions remain unreconciled. Period outstanding Action to be taken as per this Procedure. 30 60 day balances A warning email will be sent to the Card Holder and Card Supervisor advising. the credit card will be suspended if action is not taken immediately Contact your. Finance Services Team representative immediately, 61 day balances The credit card will be suspended without further warning A letter will be sent to. the Dean Divisional Head or delegate advising of the action taken. In the absence of exceptional circumstances expenditure on the credit card in. the period which has not been reconciled and approved may be treated as private. expenditure meaning that the amount must be repaid and the use of the card. will be treated as a breach of the Credit Card Policy and this Procedure. 4 5 2 Approval of the credit card transactions, Approvals must be completed within 21 days of submission of the credit card reconciliation by the Card. Supervisors Card Supervisors must verify that expenditure is in line with the requirements of this. Procedure and ensure appropriate tax invoices receipts approvals are electronically attached Staff. members cannot approve their own expenditure, The credit card transactions of the University Senior Executive will be approved by the President and. Vice Chancellor or his her nominee, 4 6 Non compliance and suspension cancellation of Credit Cards.
Credit Card Procedure Page 1 of 8 Version 5 2 Effective 12 August 2019 Credit Card Procedure Version Approved by Approval date Effective date Next review 5 2 President and Vice Chancellor 12 August 2019 12 August 2019 November 2020 Procedure Statement Purpose This Procedure supports the UNSW Credit Card Policy and provides clear direction on how UNSW credit cards are

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