Purchasing cards
The purchasing card is intended for the purchase of goods and services on behalf of the University and for payment of travel expenses while travelling on University business, up to the approved transaction limit for a card holder.
Applying for a purchasing card
You will need your supervisor's approval to apply for a purchasing card.
To apply for a University purchasing card, three forms need to be completed.
The Flinders application form must be completed, initialled and signed by the applicant. The supervisor should also initial and sign where indicated. Finally, signed approval is required by the Authorised Officer.
The National Australia Bank Cardholder request form should be completed and signed by the applicant. The supervisor/line manager should also sign this form.
The Certificate of Identity form must be completed prior to the application being sent to the bank. This certificate requires the applicant to provide ID in person at the Accounts Office, or to have their ID certified by an approved certifier (listed on the form).
If coming in to the Accounts Office, please call either Jessica Harrison or Sara Szarek to arrange a suitable time.
If the applicant is not a Flinders University employee (e.g. a contracted employee or an academic with academic status), the Non-Employee form needs to be completed as well.
Once completed, all the forms can be returned to accounts@flinders.edu.au for processing. The card will be ordered from NAB and will usually arrive within 5-10 business days. It will be forwarded via the internal mail or registered post (if not on campus). The PIN will be received a couple of days later and will be sent out separately.
Card limits
Card limits are set by the card holder’s supervisor when the application is processed.
The standard limits are:
- Credit limit $5,000
- Transaction limit $2,000
If an increase to either of the above limits is required after the card has been received, an email will need to be sent to your Portfolio/College Finance Team for approval by the Finance Business Partner. This approval will then be sent through to the Accounts Office to be actioned.
For credit limit increases over $5,000, additional approval will be required by an Associate Director in Finance and Procurement Services.
Staff contacts
Jessica Harrison
Finance Services Officer,
Finance and Procurement Services
Sara Szarek
Senior Accounts Payable Officer,
Finance and Procurement Services
Appropriate uses of your card
As per the Purchasing Card Policy and Procedures, all purchasing card expenditure must be for University purposes only, and in accordance with the conditions of any applicable funding agreements. A purchasing card may only be used by the card holder.
Post office transactions
Card holders should not process transactions at the post office that will result in a cash advance appearing on the card statement (e.g. visa applications, cash advances/transfers, Western Union transfers).
Flowers/gifts
Gifts for staff members need to be approved in writing by an Authorised Person, listed below:
- Director of College / Portfolio Services Portfolio
- Directors (incl. University Librarian) / Executive Directors
- Pro Vice-Chancellors
- University Secretary
Gift cards
Purchasing cards can only be used to purchase gift cards if they are approved in advance by an Associate Director in Finance and Procurement Services. The gift card approval form should be completed and sent through to accounts@flinders.edu.au for approval. The form will be sent back to you if approved.
The approved form should be uploaded in Fraedom along with the receipt of purchase.
Cash withdrawal
Cash withdrawal is disabled on all cards by default.
If cash withdrawal access is required, it must be endorsed by the card holder’s supervisor in writing to accounts@flinders.edu.au. The request will then be sent to an Associate Director in Finance and Procurement Services for approval.
Approval will only be given in the following circumstances:
- To provide a petty cash float for areas outside the main University campus;
- For staff members working internationally or in remote locations on University business for lengthy periods where purchasing cards are not widely accepted;
- In circumstances deemed special by an Associate Director in Finance and Procurement Services.
Personal purchases
Purchasing cards should never be used for personal purchases.
If a personal purchase goes through accidentally, the purchasing card holder must pay this expense back immediately through the Online Payment Portal.
The transaction will need to be coded in Fraedom, using the expense code ‘3254 – Personal Purchases’. When the funds are paid back, they need to be allocated back into the same account.
A purchasing card is the preferred method of payment for University staff members travelling on University business. A purchasing card must only be used for expenditure related to University business and where applicable in accordance with grant conditions.
Please see the travel webpage and the travel procedure for more information about using a purchasing card for travel.
Getting a receipt
A card holder must ensure that a tax receipt/invoice is obtained for each purchase.
This receipt/invoice is then to be uploaded into the Fraedom system when reconciling the card. Card holders must store original copies of the receipt/invoice in a secure place.
A valid tax receipt/invoice should have:
- Name of supplier
- GST clearly shown
- Amount
- Tax receipt/invoice mentioned
If a receipt is not available (such as when a parking machine does not print one), a ‘Lost docket form’ will need to be completed instead. This form is then uploaded into Fraedom in place of a receipt.
Fraedom is the expense management system used by Flinders University for our purchasing cards.
Expenses are acquitted either through the desktop version of Fraedom (available through Okta) or through the mobile app.
Transactions are required to be reconciled within 14 days of the statement date in Fraedom. Outstanding transactions will be followed up, and your card may be suspended if they are not dealt with.
Disputing a transaction
If you see a transaction on your account that you don’t recognise, or if you require more information about the transaction, you can dispute it directly with the bank through Fraedom.
Click on the ‘Dispute’ button in the Fraedom coding screen until the dispute form comes up – this form then needs to be completed and emailed through to cardholder.disputes@nab.com.au.
NAB will look in to any disputed transactions they receive and will credit the transaction back if required. The transaction in Fraedom will still need to be coded and approved, and then when the credit is received this needs to be coded to the same account as the original transaction.
Suspension of purchasing card
Cards may be suspended if transactions are not reconciled within 60 days. Reminders will be sent out to the card holders by the Accounts Office, giving card holders a chance to get their transactions up to date.
If a staff member is going to be taking extended leave, they must notify the Accounts Office and arrange for a delegate to be added to their account to deal with any outstanding transactions. The card may be suspended until the staff member comes back from leave.
Card is lost or stolen
Please contact the Accounts Office as soon as you are aware your card has been lost or stolen at accounts@flinders.edu.au. We can then cancel and reissue the card for you.
Moving to a different area of the University
If a card holder transfers to a different area of the University, their new supervisor will need to decide whether the card is required in the new position. If the card is required, the supervisor will need to email their approval to accounts@flinders.edu.au and advise who will be the card holders’ new online approver.
If the card is not required, an email will need to be sent to accounts@flinders.edu.au requesting that the card be cancelled.
Leaving the University
If a card holder is leaving the University, all outstanding transactions need to be reconciled in Fraedom. The purchasing card exit form then needs to be completed and then returned with the card to either their supervisor, their College/Portfolio Finance Team or to the Accounts Office directly. The supervisor or Finance Team will then need to advise the Accounts Office to cancel the card.
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