CORPORATE CARD APPLICATION AND AGREEMENT
Cardholder Name: Position: Position Classification: Reasons for Corporate Card: Account codes authorised to expend from: Is the cardholder a staff member? If not, justification for card. Cardholder profile (please tick one or both) Purchase of Goods and/or Services (maximum of $5,000 inc GST per transaction) and/or Travel/Entertainment/Conference etc or Limited Travel Expenses eg, cardholder’s own specifically approved travel expenses $ (HOA,HOS and above name) For non staff (Principal Officer or Dean) Total Monthly Limit for Corporate Card (HOA,HOS and above signature) For non staff Principal Officer’s or Dean’s signature (Date) (Date)
Cardholder Agreement Your signature indicates that you have read, understood and have agreed to comply with the terms and conditions of this Corporate Card Cardholder Agreement. You are being entrusted with a University of Sydney Corporate Card so that you can undertake transactions on behalf of the University. The Corporate Card may be revoked at any time without your permission. I understand that I will be making financial commitments on behalf of the University of Sydney and will strive to obtain the best value. I have read and will follow the University’s Corporate Card Procedures. Failure to do so could be considered a misappropriation of University funds. Failure to comply with this agreement may result in either revocation of my use privileges and/or other disciplinary actions. I understand that under no circumstances am I permitted to use the Card for private (non-business) transactions, either for myself or for others. The University may report private transactions to the police and/or to the ICAC, and may investigate such transactions itself in accordance with the relevant University agreements and policies. I will be required to reimburse all personal transactions and any related administrative fees. I may be subject to disciplinary action, including the termination of my employment with the University. The Card is issued in my name and I am responsible for its security and safeguarding and the card remains the property of the National Australia Bank and the University of Sydney. If the Card is lost or stolen, I will immediately notify the National Australia Bank on 1800 033 103 (24hr service). I will also notify the University of Sydney Corporate Card Administrator on 02 9036 9424, or via facsimile 02 9351 8729 or via email on firstname.lastname@example.org and my Authorising Officer. I will reconcile all charges and transactions incurred from the use of my Corporate Card in the Spendvision credit card management solution system within the set accounting period. I will be responsible for resolving any discrepancies on the statement by contacting the merchant/ supplier in the first instance. I will immediately follow up on any suspect transactions and notify relevant authorities, including the University of Sydney Corporate Card Administrator. I will obtain sales vouchers and tax invoices and maintain detailed information for each transaction. It is my responsibility (or designated officer) to match an appropriate sales voucher and tax invoice to each transaction on my statement and retain signed and approved statements with supporting documentation for six (6) years.
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Authorising Officer Agreement
Your signature indicates that you have read, understood and have agreed to comply with the terms and conditions of the University of Sydney Corporate Card Authorising Officer Agreement. You have been nominated as a University of Sydney Corporate Card Authorising Officer and have the responsibility for ensuring staff under your control issued with Corporate Cards are using these for official University transactions. The Corporate Cardholder is being entrusted with a University Corporate Card based on the need to undertake transactions on behalf of the University. The Corporate Card may be revoked at any time without either your or the Corporate Cardholder’s permission. I understand that I will be confirming and authorising financial expenditure transacted on behalf of the University of Sydney, undertaken by cardholders reporting to me. I have read and will follow the University of Sydney Corporate Card Procedures. Failure to do so could be considered a misappropriation of University funds and the authority given to me could be revoked. I understand that I will be responsible for monitoring cardholders’ expenditure and use of their Corporate Card and will ensure that the Corporate Card is not used to make private purchases. It will be my responsibility to reinforce this procedure with cardholders under my control and if I suspect transactions to be of a suspect nature I will raise this with the cardholder in question and inform the University of Sydney Corporate Card Administrator. I understand that if the card is lost or stolen, I will – with the cardholder – ensure that notification will be made to the National Australia Bank on 1800 033 103 (24hr service) and also to the University of Sydney Corporate Card Administrator on 02 9036 9424, or via fax 02 9351 8729 or via email email@example.com I understand that it will be my responsibility to review all cardholder transactions and authorise/ decline these within the Spendvision credit card management solution within the set accounting period after satisfying myself that: appropriate documentation was evident; correct account codes have been used; meets University guidelines; and goods and services have been received. I will ensure that the cardholder has provided adequate description of each transaction to satisfy any subsequent inquiry. At the end of the accounting period (monthly) I will sign the NAB Cardholder Statement, verifying that all supporting documentation has been sighted and stored. I will ensure that upon termination of cardholder employment that the Corporate Card is retrieved and destroyed and appropriate notification given to the University of Sydney Corporate Card Administrator.
(Authorising Officer name)
(Authorising Officer signature)
NOTE: All Financial transactions (Card and Cash claims) must be approved by the Finance Officer/Manager or staff with financial delegation role. Travel Requisitions must be approved by HOS or HOA for staff; Principal Officer or Dean for non-staff.
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Finance and Accounting Manual
National Australia Bank Limited ABN 12 004 044 937
Visa Gold Corporate Cardholder Request
Company ID 32199 Surname (NM2L) Account 4715 27 Company/Business Name THE UNIVERSITY OF SYDNEY Given Name (NM2 F) Customer Number (CIS#) 709802235 Mid Initial (NM2 M) Billing Account 4715 2799 0000 4654 Title (Mr / Ms etc) (NM2 S)
System Administrators Name (ADR1) CARD ADMINISTRATOR Type Appr Y Department Own BSB 082615 Location Dom BSB 086992
System Administrators Address (ADR2) MARGARET TELFER BUILDING (K07) Credit Limit PIN (Y/N) N Name of Authorising Officer
Postcode (ADR 3) Job Title
UNIVERSITY OF SYDNEY NSW 2006 Staff Number
Default Analysis code (Optional)
Transaction Limit $5,000
Default Responsibility Centre & Project code
I, the person named above as Cardholder consent to the issue of a card of the card type selected above (“Card”) in my name for my use as Agent of the Customer named herein. I acknowledge that use of the Card issued will be governed by Conditions of Use which will accompany the Card (as the same may be amended from time to time) and by which I agree to be bound. Cardholder Signature (1 of 2) Date
College HOS/Admin HOA - I authorise the issue of a “Corporate Card” to the person named above.
College HOS / Admin HOA signature Name (Print) Date
College PVC/Admin Principal Officer - I authorise the issue of a “Corporate Card” to the non-staff member named above.
College PVC / Admin PO signature Name (Print) Date
The Customer hereby requests issue of a Card to the abovementioned Cardholder in terms of and pursuant to the Customer’s National Australia Bank Limited Card Facility Offer Letter and Terms and Conditions (“Card Facility”). The Cardholder’s signature is verified and Cardholder Request approved with the above credit limit. Signed for and on behalf of the Customer Authorised Signature/s Date
Certificate of Identity under Regulation 5 Financial Transaction Reports Act 1998 (“FTR Act”)
I declare that I am an authorised Verifying Officer for the Customer referred to above in relation to the Card Facility. In accordance with the FTR Act I certify that the Cardholder whose details are completed above is authorised by the above Customer to be a signatory to the Card Facility. Verifying Officer’s Signature Date Verifying Officers Public Authorities and Incorporated Bodies as defined under the FTR Act (these include incorporated associations and proprietary companies that have traded for a continuous period of two years, or maintained an account with a financial institution for a continuous period of two years) may nominate a Verifying Officer under the FTR Act. Business Banker use Request signed in terms of customer authority held AUSTRAC ID held (if Certificate of Identity not completed) Manager/Business Banker signature and Outlet stamp
Cardholder Signature (2 of 2)
Cardholder Acknowledgment (on receipt of Card & conditions of use) I hereby acknowledge receipt of my: Card and copy of “Conditions of Use” PIN Copy of “Conditions of Use for Electronic Banking” (if PIN issued) Cardholder’s signature: Cards Use Only Card Type 1 1IS ASN Suffix (Plastic Type) Create Plastic Date:
Card Number: 4 7 1 5 2 7 6 6 5 5
Input by - Initials:
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Finance and Accounting Manual