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Finance Director Agreement document sample
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UNIVERSITY CORPORATE CARD APPLICATION AND AGREEMENT
Cardholder Name:
Position:
Position Classification:
Total Monthly Limit for Corporate Card: $
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.
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
pcardhelp@sydney.edu.au 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.
Cardholder Name (Print) Cardholder Signature Date
HOS/Admin HOA Name (Print) HOS/Admin HOA Signature Date
Finance Manager Name (Print) Finance Manager Signature Date
This form will not be accepted unless completed by Finance Director, Associate Director Finance, Director - Corporate Finance
or Associate Director - Corporate Finance.
Finance Director, Associate Director Finance, Finance Director, Associate Director Finance,
Director - Corporate Finance or Associate Director - Corporate Finance or Associate Director
Director - Corporate Finance Name (Print) - Corporate Finance Signature Date
Finance and Accounting Manual Page 1 of 4, Last updated: 29/11/2010
Cardholder Name:
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 pcardhelp@sydney.edu.au
• 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.
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, HOA, Finance Director, Associate Director Finance,
Director - Corporate Finance or Associate Director - Corporate Finance.
1. Finance Manager/Finance Officer Name (Print) Finance Manager/Finance Officer Signature Date
Position Title Department/Unit
2. Authorising Officer Name (Print) Authorising Officer Signature Date
Authorising Officer Position Authorising Officer Department/Unit
3. Authorising Officer Name (Print) Authorising Officer Signature Date
Authorising Officer Position Authorising Officer Department/Unit
Note: All applicants must complete a 100-point ID check and submit it with this application. Please see Appendix A for further
information.
Finance and Accounting Manual Page 2 of 4, Last updated: 29/11/2010
Visa Corporate
National Australia Bank Limited Cardholder Request
ABN 12 004 044 937
Customer Details 32199
Account Company/Business Name Cust Number (CIS#) Billing Account
4715 27 UNIVERSITY OF SYDNEY 709802235 471527 9900004654
Cardholder Details
Surname (NM2L) Given Name (NM2 F) Mid Initial (NM2 M) Title (Mr / Ms etc) (NM2 S)
System Administrators Name (ADR1) System Administrators Address (ADR2) City State Postcode (ADR 3)
CARD ADMNISTRATOR K07 LVL 2 MARGARET TELFER BLD THE UNIVERSITY OF SYDNEY NSW 2006
Type Appr Own BSB Dom BSB Credit Limit PIN (Y/N) Staff number Job Title
Y 082615 086992 or 083996 if Y
Department Location Name of Authorising Officer Default Analysis code (Optional)
Transaction Limit Cardholder Email Cardholder Phone Default Responsibility Centre & Project Code
$5000
Cardholder Consent
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
Finance Director, Associate Director Finance, Director: Corporate Finance or Associate Director: Corporate Finance -
I authorise the issue of a “Card” to the person named above.
Finance Director, Associate Director Finance, Finance Director, Associate Director Finance,
Director - Corporate Finance or Director - Corporate Finance or
Associate Director - Corporate Finance Associate Director - Corporate Finance
Name (Print) Signature Date
Customer Authority (* Delete if not applicable)
The Customer hereby requests issue of a Card (*and Personal Identification Number [PIN]) 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
Verifying Officer conducted identification under Anti-Money Laundering and Counter-Terrorism Financing Act 2006
I declare that I am an authorised Verifying Officer for the Customer referred to above in relation to the provision of Card Facilities. In
accordance with the AML/CTF Act I certify that the Cardholder whose details are completed above is correct
Verifying Officer’s Name (Print) Verifying Officer’s Signature Date
Cardholder Signature (2 of 2) Date
To view the list of University of Sydney approved Verifying Officers,
go to: http://www.sydney.edu.au/finance/docs/cc-verifying-officers.pdf
Cardholder Acknowledgment (on receipt of Card & conditions of use)
Verifying Officers
I hereby acknowledge on receipt of my:
Please ensure you retain an original signed copy of this
Card and copy of “Conditions of Use” document for retrieval upon request by NAB
PIN
Business Banker use
Copy of “Conditions of Use for Electronic Banking” (if PIN issued)
Request signed in terms of customer authority held
Verifying Officers utilised C/N ___________________
Cardholder’s signature: Date:
AUSTRAC ID help (if Verifying Officer not utilised)
C/N ____________________
Cards Use Only Manager/Business Banker signature and Outlet stamp
Card Type 1 1IS ASN Suffix (Plastic Type) Create Plastic
V 1 9 CA Y
Input by - Initials: Date: Card Number:
4 7 1 5 2 7 6 6
Page 3 of 4, Last updated: 29/11/2010
APPENDIX A: CORPORATE CARD - 100 POINT ID VERIFICATION
Successful applicants will be required to complete a 100-point ID check with the Corporate Card Administrator or a representative to the
Corporate Card Program. The identity check is registered in the banks AUSTRAC system, which is the banks computer system for
registering identification checks. It is not necessary to hold or open an account with the National Australia Bank in order to satisfy the
100-point ID check. A number of University officers have completed training in the AUSTRAC system and are approved to undertake
verification on behalf of the NAB.
A score of 100 points is needed before the University of Sydney Corporate Card can be issued.
A list of acceptable identification and the ‘score’ earned by each Identification source is listed below:
POINTS
IDENTIFICATION SOURCE
SCORED
Primary Documents (only one may be used)
• Birth Certificate 70
• Passport- current or expired within the preceding 2 years but not cancelled 70
• International travel document 70
• Citizenship Certificate 70
Secondary Documents (any of the following secondary documents may be used, but only once)
• Current National Australia Bank (NAB) Customer 100
• Driver’s Licence - Australian Government issue sealed in plastic with photograph or signature 40
• Australian Public Service Employee ID Card 40
• Other Australian Government issue ID Card 25
• Social Security/Pension Card 40
• Tertiary Student ID Card 40
• Permit- Australian Government issue 40
• Licence, e.g. International/foreign drivers 25
• Licence- paper- Australian Government issue, e.g. interim drivers 25
• Adoption or Marriage Certificate 25
• Certificate of Title 35
• Credit/Debit/ATM Card- multiples may be used, however, only one Card is permitted per Financial Institution 25
• Electoral Roll records 25
• Medicare Card 25
• Mortgage/Security Document over property 35
• Membership Card, e.g. Union, Professional, Trade Association, Club, Library, Video Library or other 25
verification, e.g. Store account, ID Card – Overseas Government issue, Education Records in the last 10
years
• Rates Notices e.g. Water, Council, etc. 25
• Statement of Account from a Financial Institution where account has been held for a minimum of 12 months 25
• Utility Bills/Registration Notice, e.g. Electricity, Gas, Telephone, Card Registration, etc. 25
• Telephone Directory/Directory Assistance- to verify, we are required to make contact with you on that number 25
• Written references from the following also fall within this category:
o Acceptable referee who must have known you for a minimum of 12 months 40
o Current or previous employer within the last two years 35
o Another Financial Institution where an account has been held for a minimum of 12 months 40
o Other referee, e.g. landlord, rental agent, etc. 25
o Existing NAB customer who must have known you for a minimum of 12 months 40
Finance and Accounting Manual Page 4 of 4, Last updated: 29/11/2010
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