Instructions for UNSW Credit Card Application As a prosepective UNSW credit card holder, you can have expenditure up to $5,500 per transaction (including GST) and can spend up to a maximum of $20,000 in one month. Some categories are not allowed to be spent using your UNSW Credit Card. These are explained in Accounting Manual Section 15 at www.fin.unsw.edu.au You would need to : 1) Read the Cardholder agreement (on the following page) a. Complete the cardholders details b. Sign and date c. Obtain senior management approval and signature. Complete the Westpac Commercial Card – Cardholder Request form by Completing the “Cardholder Details” section (left side page 1) Sign and date (right side page 1) Complete the Westpac Certificate of Identity form (on the last page) by Fill in your name Sign and date Attach the authorised copy of your Financial Delegation form (application only required if you do not currently have a financial delegation) Read and understand a. University Purchasing Policy and Procedures. b. University Credit Card Procedure Book an appointment with the Cashier Office at the Kensington College or ADFA Take the relevant documents required for 100 points check and the completed forms with you at the agreed appointment time
2)
3)
4) 5)
6) 7)
The authorised verification officer will sight your documents and complete the 100 point check section. The application for ADFA staff will be sent to the Cashier Office at Kensington College. Kensington College’s main Cashier Office will submit your application to Westpac on your behalf. All cards will be delivered to the main Cashier Office at Kensington College. For ADFA staff, your card will be couriered to ADFA’s Cashier Office when received. The Cashier Office will send an email to you to notify collection. You would need to collect your card in person with a Photo ID (eg the Staff ID card) If you have any questions please contact Credit Card Controller on ext 53015 or email to cardhelp@unsw.edu.au
UNSW CREDIT CARD – CARDHOLDER AGREEMENT Name of Cardholder: ___________________________________ Position: ________________________________________ Telephone Number: ________________________________ Approved Monthly Credit Limit $ _____________________ a) Will you self reconcile (Please circle) No b) If the above answer is no provide: Reconcilers Employee Number: ___________________ c) Who is your line Manager or Supervisor Employee Number: ________________ d) Who is your on line Delegated Officer (if different from c) (This person will need to have access to NS Financials and have delegation) Employee Number: ________________ e) Who is your Travel Approver (if different from c) Employee Number: ________________ Name: __________________________________________ Yes / Department: _______________________________________ Employee Number: _______________________________________ E-mail Address: _______________________________________ Approved Transaction Limit $ _______________________
Reconcilers Name: ________________________________
Name: __________________________________________
Name: __________________________________________
The UNSW Credit Card was introduced to provide University staff with an efficient method to purchase travel, entertainment, point of sale transactions e.g. Bunnings and one off supplies from suppliers not set up in Peoplesoft. In using a UNSW Credit Card, the cardholder must comply with the University’s Purchasing Policy and Procedures, Travel Procedure together with the requirements outlined in this agreement. Requirements for Use of UNSW Credit Card I understand and agree that: I will not use my UNSW Credit Card, nor permit it to be used: For other than official purposes; For transactions that exceed my approved transaction or monthly limit and / or contrary to any local area instructions.
I will not “split” the purchase to avoid exceeding transaction limits.
I am required to take strict care of my UNSW Credit Card. If it is lost or stolen I will report it immediately to the Westpac Banking Corporation, my supervisor and the Credit Card Controller. I will ensure that the card and its serial number are properly safeguarded. I will not allow any other person to use my UNSW Credit Card for any purpose. I will not use my UNSW Credit Card: To make cash withdrawals; For private purchases or payment of private accounts (this includes travel to and from work, items from a hotel mini bar, payment of fines etc.) To purchase restricted items listed in the UNSW Credit Card Procedure. I have appropriate University financial delegation to purchase from my budget unit. I will comply with any additional instructions issued by my supervisor specific to the administrative requirements of the School, Centre, Division etc. These “local instructions” may compliment or add to these Cardholder Agreement requirements but cannot contradict or weaken them. The UNSW Credit Card – Cardholder Agreement and User Guide requirements have priority. I will retain all Credit Card original invoices and associated supplier documentation evidencing individual transactions (these records should facilitate accountablility and provide for ease of auditing). Origianl tax invoices must be obtained and retained for all purchases exceeding $75 (excluding GST). I will ensure that all NewSouth Financials transaction details are reconciled with the Credit Card invoices and associated supplier documentation. I will provide the original invoices and associated supplier documentation, obtain my supervisors signature on the system generated statement and send the signed statement with all documentation to the compliance officer in Accounts Payable and Purchasing Operations each month. I will ensure that transactions are reconciled within 14 days of the statement date. Any transactions not reconciled within 30 days of the statement date will result in my card being suspended. If I allow my card to be suspended three times it will be cancelled permanently. I will advise the Credit Card Controller: If I change my department. If my supervisor changes. If my delegation is decreased / removed. If I terminate my employment. If I take leave (any type) in excess of 8 weeks. If I need to dispute a transaction with the bank (that is after I have unsuccessfully tried to resolve with the supplier). Where applicable, I will monitor items prepaid (i.e. conferences, flights, accommodation etc.) to ensure that the goods and services are actually received.
The University considers the use of it’s Credit cards for other than University purposes as a serious matter. Officers using their card outside of the policies described above will have their Credit card withdrawn. Further disciplinary / legal action may be taken.
Local area instructions (where applicable):
________________________________________________________________________________________ ____
________________________________________________________________________________________ ____
________________________________________________________________________________________ ___
________________________________________________________________________________________ ____
The majority of purchasing requirements should be obtained using the NewSouth Financials eProcurement purchasing system purchase order system. By submitting this application form you agree to restrict the use of the UNSW Credit Card only for travel, entertainment, point of sale transactions e.g. Bunnings and one off supplies from suppliers not set up in Peoplesoft. I understand and will comply with the requirements set out above, the requirements included in the Commercial Card Cardholder request form and the contents of the UNSW Travel Procedure, UNSW Purchasing Policy and Procedures and UNSW Travel Policy.
Signature of Cardholder Print Name: Date:
Authroised by Signature of Faculty’s Dean/Rector/Executive Team Print Name: Date
100 POINT IDENTIFICATION CHECK @ CASHIER OFFICE
Card Applicant’s name ___________________________________
Primary Identification documents You are only allowed to use one of the followings: Passport (current or expired within last two years, but not canceller) Birth Certificate/Extract Citizenship Certificate 70 points# 70 points# 70 points#
# If you have changed your name from that on the document (eg due to marriage etc), the document cannot be accepted. Secondary Identification documents You may use several of the following to reach 100 points : Licence issued under Australian law (eg driver’s licence or other government issued licence) which contains a photograph or signature Employee ID card Social Security, Health Care or Pension card Tertiary Education Institution ID Card
40/25 points* 40/25 points* 40/25 points* 40/25 points*
*If you wish to use more than one document from this group, the first acceptable document Scores 40 points, but subsequent documents only score 25 points each
Documents which verify your full name and residential address : A utility bill (eg water, electricity, gas) Documents which verify your full name : A telephone bill or council rate notice Medicare card Foreign driver’s licence A bank/credit union/building society passbook, statement or debit/credit card * 25 points
25 points 25 points 25 points
* If you wish to count more than one bank document or card, each document MUST be issued by a different Financial Institution (FI). If documents are from the same FI, only one can be counted.
Total
_____________ points
Verified by Name
____________________________ Signature ______________________________
Date _________________________________
CERTIFICATE OF IDENTITY
Westpac Commercial Cards HVC Unit Level 12, 179 Elizabeth St SYDNEY NSW 2001
I certify that ___________________________________ have complied with
(Print Name of Cardhoder)
Commonwealth Government Identification requirements and is authorised to be a cardholder on the Commercial Card facility for the University of New South Wales.
Signature of Cardholder
Authorised Signatory
Print Name
/ Date
/