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Procedure: Purchase card

Purpose

This document informs staff, students and VaHas (Visitors and Honorary Appointment) of the procedures for the issue, use, security and withdrawal of an ANU purchase card.

Procedure

Card issue

  1. A new purchase card, or credit limit increase, shall be requested by Financial Shared Services in accordance with the Purchase Card Application form signed by a D3 delegate (or higher), and authorised by a University bank signatory. Financial Shared Services will process the application after performing the following checks:
  1. The applicant holds the appropriate financial delegation
  2. The approver of the application holds the correct delegation (D3).
  3. If the credit limit is greater than $10 000, justification is provided by the requesting area and approved by the Chief Financial Officer
  4. The credit limit applied for is equal to or less than the applicant’s financial delegation
  1. The purchase card will be given to the cardholder subject to completion of the required online cardholder training, a signed cardholder agreement, and appropriate identification checks as required by the bank of issue.

Use of card

  1. Cardholders are responsible for obtaining appropriate documentation to support each purchase made on a purchase card, where the amount of a purchase is over $75 (excluding GST) or $82.50 (including GST).
  2. It is the responsibility of the cardholder to report and monitor disputed transactions.
  3. All transactions should be acquitted by the cardholder monthly, and authorised by the cardholder’s supervisor.
  4. Cardholders are responsible for carrying out the below tasks in the Concur system:
  • coding of expense account and charge code;
  • entering a meaningful description;
  • attaching tax compliant/valid invoices for purchases over $75 (excluding GST);
  • ensuring expenditure complies with grant conditions;
  • ensuring the amount and unit of currency is correct
  • ensuring expenditure is within budget; and
  • ensuring expenditure complies with ANU policies and procedures.
  1. Cardholders who have an Executive Assistant may assign the acquittal and submission of expense reports to their Executive Assistant. For this arrangement to take place, an assignment of purchase card acquittal form must be signed by the cardholder’s supervisor and submitted to Financial Shared Services.
  2. Senior Managers (includes Executive Leadership Team, Deans, School Directors, Head of School, General Managers and Service Division Directors) may assign the approval of expense reports for cardholders reporting directly to them to another staff member. This staff member must be at least ANU8/C. For this arrangement to take place, an assignment of purchase card approval form must be signed by the approver’s supervisor and submitted to Financial Shared Services.
  3. A purchase card will be withdrawn or cancelled under the following circumstances:
  1. The cardholder has not complied with the Cardholder Agreement, or the relevant policy and procedure.
  2. The cardholder has resigned or transferred to another part of the University.
  3. The cardholder no longer works in the position and the authority to hold a card has been withdrawn.
  1. Colleges and Service Divisions are responsible for notifying Finance Shared Services if a card needs to be withdrawn or cancelled.

Lost or stolen card

  1. The cardholder is responsible for the security of the card, and any transaction made on the card. The cardholder is required to immediately notify the bank and the University where the card is lost or stolen.

Further guidance

  1. Detailed guidance and instructions on the use and administration of purchase cards is available on the Finance and Business Services website.

Delegations relevant to this procedure

  • 000220: Finance Delegation: Authority to purchase goods and services (including the signing of related purchasing contracts) within budget limit.
  • 000239: Exercise signing authority in respect of the University bank accounts and credit facilities

Information

Printable version (PDF)
Title Purchase card
Document Type Procedure
Document Number ANUP_000593
Version 5
Purpose This document informs staff, students and VaHas (Visitors and Honorary Appointment) of the procedures for the issue, use, security and withdrawal of an ANU purchase card.
Audience Staff, Students, Affiliates
Category Administrative
Topic/ SubTopic Finance - Purchasing
 
Effective Date 31 May 2017
Review Date 31 May 2020
 
Responsible Officer Chief Financial Officer
Approved By: Vice-Chancellor
Contact Area Finance and Business Services
Authority Public Governance, Performance and Accountability Act 2013