University Credit Card Policy
Approving authority
Finance, Resources and Risk Committee
Approval date
22 September 2014
Advisor
Associate Director, Accounting and Business Services
Howard.Ward@griffith.edu.au | (07) 373 56533
Next scheduled review
2017
Document URL
http://policies.griffith.edu.au/pdf/University Credit Card Policy.pdf
TRIM document
2014/0007091
Description
This document sets out the Griffith University policy relating to use of the
ANZ Visa Corporate Card.
Related documents
Agreement and Acknowledgement by Credit Card Holder
Procedures for the Use of University Credit Cards
Financial Management Practice Manual - Credit Card
Travel Policy
Treasurer’s Guidelines for the use of the Queensland government Corporate Purchasing Card
[Policy Statement] [Approval Process] [Responsibility of Cardholder] [Responsibilities of Financial
Consultant (Reviewer)] [Responsibilities of Supervisor]
1.
POLICY STATEMENT
A University credit card is to be used solely for the payment of expenses associated with official
University business activities.
A cardholder must not charge personal expenditure to a University credit card under any
circumstances.
The University may take disciplinary action against a cardholder for any misuse of a credit card.
Failure to comply with the provisions of this policy including timely acquittal of expenditure could
result in the withdrawal of the card.
The general conditions governing the use of credit cards are outlined in the document Procedures for
the Use of University Credit Cards.
2.
APPROVAL PROCESS
The Vice Chancellor is responsible for approving the issue of University credit cards to staff
members.
In order for a credit card to be issued to a staff member, the relevant senior executive (member of
Executive Group) must make a recommendation to the Vice Chancellor outlining the staff member's
requirements for use of a University credit card.
Following approval by the Vice Chancellor, the cardholder is required to submit an Agreement and
Acknowledgement by Credit Card Holder form. The cardholder is bound by the conditions set out in
the form, as well as by the provisions of this policy.
1
University Credit Card Policy
3.
RESPONSIBILITIES OF CARDHOLDER
The University, as per the Queensland Treasury Guidelines governing the use of credit cards, is
required to maintain original copies (or digital images) of receipts and invoices relating to
expenditures incurred on University credit cards.
Cardholders are responsible for acquitting the monthly credit card transactions via the University
expense management system (Promaster) and workflowing them for relevant financial approvals
prior to the completion of the next billing cycle. Original supporting documentation (or digital images),
must be forwarded to the appropriate financial reviewer, including expenditure relating to cash
advances or currency purchases (whether in Australian or foreign currency). Whenever original
receipts or documents are not available, cardholders must annotate against the transaction in
Promaster the circumstances relating to the expenditure.
The University will pay expenses incurred for late payments if documentation is submitted within the
timeframe indicated above. The relevant supervisor will determine responsibility for late payments
outside this timeframe, in consultation with the Office of Planning and Financial Services.
4.
RESPONSIBILITIES OF FINANCIAL REVIEWER
The Financial Reviewer is responsible for ensuring that the provisions of this policy have been
followed before transactions workflow through to Supervisors via the expense management system
for approval.
The Financial reviewer must:

ensure the timely reconciliation of transactions in Promaster;

review individual transactions in conjunction with the University's policies and procedures;

ensure the cardholder has provided original receipts (or digital images) to support the transaction
(where possible), and make them available to the supervisor on request; and

ensure the declaration on the Promaster Transaction by User report is authorised by the
cardholder.
Deviations from this policy must be explained in writing to the Supervisor and attached with the end
of month report. The Financial reviewer is responsible for retaining the monthly Transaction by User
report and supporting documentation.
5.
RESPONSIBILITIES OF SUPERVISOR
Supervisors with delegated approval authority are responsible for ensuring that the provisions of this
policy have been followed before approval is given for payment of credit card transactions via the
expense management system. Deviations from this policy must be explained in writing by the
cardholder together with the approval of the cardholder's supervisor. The supervisor is responsible
for ensuring that all expenses paid for or reimbursed by the University comply with this policy and
with other University travel policies.
University policy requires that the approving authority for Corporate cardholders to be the
responsibility of the cardholders Supervisor. In the case of Executive Group members the approver
will be the Vice Chancellor after review by a senior manager from Planning and Financial Services.
The senior staff member from Planning and Financial Services will not be providing direct support to
the relevant Executive Group member. For example the Pro Vice Chancellor (AEL) card acquittal will
not be reviewed by the Planning and Group Resource Manager for AEL.
2
University Credit Card Policy