Corporate Credit Card Policy

1. Purpose

This policy provides guidance for the use and administration of CIT Corporate Credit Cards (CCCs).

2. Scope

This policy applies to all CIT employees who are issued with a CIT CCC. The application of the policy extends to CCC holders, those authorising a transaction via a credit card (i.e., a Financial Delegate), supervisors and administrators of CCCs.

This policy must be read in conjunction with the related documentation shown in Section 5. Documentation (below) and as applicable, other ACT Government, Territory and Commonwealth guidance.

3. Principles

3.1 When issued to CCC holders, CCCs enable efficient purchasing for official purposes.

3.2 CCC transactions must be undertaken in compliance with ACT Government procurement legislation and guidelines, CIT Financial Delegations and any other relevant guidance that governs expenditure on supplies and services including for travel, hospitality and expenditure related to projects and capital items, etc.

3.3 CCC holders are personally responsible for the utilisation and security of CCCs and are required to adhere to the associated CIT Corporate Credit Card Procedures.

3.4 Where there is a question as to what may or may not constitute a proposed transaction for an official purpose, CIT Finance should be consulted, and a transaction should not be undertaken until the query is resolved.

3.5 As relates to Financial Delegations, transaction amounts and limits, etc., figures unless otherwise specified are stated in Australian dollars and are GST inclusive.

3.6 CCC holders are to comply with the Card Provider’s (Westpac's) conditions of use as well as the CIT Agreement and Acknowledgement by CCC Holder (Attachment 2 of the CIT Corporate Credit Card Procedures).

4. Policy

4.1 Only an authorised CCC holder may give effect to a transaction for official purposes through a CIT CCC.

4.2 A transaction on a CCC may not be undertaken by any person other than the CCC holder.

4.3 CCCs are to be used only as necessary and for official purposes. Official purposes do not include for example, extending hospitality outside of the applicable provisions of the ACT Government’s Gifts, Benefits & Hospitality Policy (e.g., for purchasing refreshments for small or ad-hoc meetings or other interactions).

4.4 A transaction on a CCC must be approved by an authorised Financial Delegate in writing where the CCC holder is not an authorised Financial Delegate for the intended transaction or where the proposed transaction exceeds the existing delegation of the CCC holder. For the purposes of this Policy, 'in writing' includes electronic communication that is capable of being stored, retrieved and reproduced (e.g., email).

4.5 CCCs are to be issued only under applicable current whole of ACT Government banking arrangements.

4.6 A CCC must not be used to obtain a cash advance or cash equivalent (domestic or foreign currency).

4.7 CCCs are not to be used to pay for labour costs such as for contractors or employees.

4.8 A CCC must be acquitted including being authorised by the Financial Delegate, within three weeks (15 working days) on receipt of a CCC Statement.

4.9 All CCC purchases must comply with the applicable policies and procedures including the CIT Procurement Policy, the CIT Procurement Procedures, this policy and the CIT Corporate Credit Card Procedures.

4.10 Where there are conflicting provisions in other policies or procedures, advice must be sought through Finance as to the application of the most relevant provision.

4.11 A review of CCC holders and the associated transaction limits is to be undertaken by Finance at a minimum, once per calendar year.

4.12 Policy breaches may result in cancellation of a CCC, with or without notice and may lead to consideration of disciplinary provisions as provided for in the applicable Enterprise Agreement.

4. Documentation

Legislation

• Public Sector Management Act 1994
• Financial Management Act 1996
• Government Procurement Act 2001

Related ACT Government/CIT Policies and Procedures

• ACT Public Service Code of Conduct
• ACT Public Service Code of Ethics
• Integrated Corporate Credit Card and Expense Management System Policy (ACT Government)
• Gifts, Benefits & Hospitality Policy (ACT Government)
• CIT Agreement and Acknowledgement by CCC holder
• CIT Corporate Credit Cards Procedures
• CIT Financial Delegations (Internal CIT Staff link only)
• CIT Fringe Benefits Tax Procedures
• CIT Goods and Services Tax (GST) Procedures
• CIT Procurement Policy and Procedures
• CIT Travel Policy
• Westpac CCC holder Agreement

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Definitions of Terms.

6. Policy Contact Officer

For more information on this policy or for queries that are unable to be addressed through regular channels, please contact a Business Support Manager, Financial Services or the Senior Director, Finance.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au for further information.

7. Procedures

This policy is implemented through the associated procedures.