Credit Card Policy
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| Purpose |
To define the responsibility for, and use of, University Corporate Credit Cards.
Macquarie University staff members who are responsible for purchasing goods/services or those who travel regularly, may be issued with a Corporate Credit Card with the approval of the Dean of Faculty, Faculty General Manager or Head of Office |
Overview |
Holding a University Corporate Credit Card involves responsibility for appropriate business use. Misuse of credit cards will result in revocation and may result in the University taking disciplinary action against the cardholder.
All cards are issued subsequent to the submission of the application/recommendation and the card usage may be audited and/or rescinded at any time. The cardholder, in whose name the card is issued, is responsible for all charges placed on this card. The program is not intended to avoid or bypass appropriate procurement procedures, but is to be used in accordance with the guidelines established within Macquarie University to complement existing procurement and payment procedures. When purchasing using a credit card, the cardholder must adhere to the principles of the core purchasing procedures. |
Scope |
This policy applies to any staff involved in the ownership, operation, supervision, management or administration of University Corporate Credit Cards. |
Policy |
Eligibility
To be eligible for a University Corporate Credit Card, a staff member must:
- hold the delegation of authority to commit or incur expenditure
- complete user training on the Concur Expense System
- be a permanent member of Macquarie University staff (not a controlled entity)
- purchase significant volumes of minor goods and services for use by the University
- OR incur regular frequent expenses of a kind appropriately paid by credit card
- OR travel frequently in the course of their duties
- be willing to accept the conditions of use stipulated by the University.
Correct Use
A University Corporate Credit Card must only be used for business purposes. Under no circumstances may personal items be charged on the University Corporate Credit Card.
Correct usage is detailed below:
| Acceptable Use |
Non acceptable Use |
| Payment for goods/services in full or part supply under $5,000 |
Provision of Internet/broadband, unless recommended by the Dean and approved by the Vice Chancellor as per the Off campus Electronic Communications Policy |
| Deposits eg conferences, accommodation. |
Private or personal expenditure. Cardholders are considered to have misused their card if it is used for private business, even when the cardholder is prepared to reimburse the University for the expenses incurred. |
| Conference fees. |
Withdrawal of cash/cash advances. |
| General operating supplies. |
Stationery and general supplies available from the Macquarie University approved contract supplier. |
| Minor items of equipment. |
Computer hardware – this includes laptops and PCs costing over $1,000. Low value computer hardware below this amount can be purchased. |
Travel related expenses.
In accordance with the University’s Travel Policy, all travel related expenses such as accommodation, meals and incidentals may be paid by the Macquarie University Credit Card. The only exception is airfares, which will be invoiced to the University by the contracted travel supplier i.e. Campus Travel or STA (Campus Branch). |
Splitting purchases to avoid purchasing policy requirements. |
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Fuel for University or personally owned motor vehicles. The only exception is fuel for hire cars or new University vehicles (where the issue of a fuel card is pending). |
| Official entertainment in accordance with entertainment guidelines. |
Memberships/subscriptions for personal use. |
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Parking infringements. |
Incorrect Use
All credit card statements will be audited each month for non-acceptable purchases. If a non-acceptable purchase has been identified, staff will receive a warning and may be asked for a reimbursement.
Following notice, if there are further breaches and an unsatisfactory explanation is provided, the matter will be forwarded to the Assistant Director Of Business Services and the card will be cancelled. COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures). |
Policy Information
