1. Queensland University of Technology CRICOS No. 00213J

2. CRICOS No. 000213J a university for the world real R

3. CRICOS No. 000213J a university for the world real R OBJECTIVES/OVERVIEW By the end of this session participants should be able to: Obtain an understanding of the QUT financial procedures for corporate card processes Understand the Purchase Objectives associated with the Corporate Card – Establish how the Procurement Activity supports the achievement of QUT’s Procurement Objectives Obtain knowledge of the QUT Corporate Card (QUTCC) Guidelines Undertake and Fulfil reporting requirements for Corporate Card Management

4. CRICOS No. 000213J a university for the world real R SmartAdvance Government priorities – Strong, Green, Smart, Healthy & Fair. Achieve value for money - Optimum Combination of quality, performance and price across the life of the good or service. Ensure probity and accountability outcomes - Fairness and impartiality, transparency of process, confidentiality and security of information and materials, effective management of conflicts of interest. Integrate sustainability principles – Economic, Environment and Social  Any queries regarding QUT’s Procurement Objectives to be directed to qut.finpo@qut.edu.au

5. CRICOS No. 000213J a university for the world real R GITC: (Mandatory requirement) Government Information Technology Conditions The GITC framework contains standard contractual terms and conditions for use between Government Agencies (QUT included) and accredited ICT suppliers in the procurement of ICT goods and services. Information relating to ICT procurement can be obtained from the Strategic Procurement – GITC website: http://www.frp.qut.edu.au/services/procurement/GITC.jsp  Any queries regarding QUT’s GITC Procurement to be directed to qut.finpo@qut.edu.au

6. CRICOS No. 000213J a university for the world real R All QUT employees must act in accordance with the QLD Public Sector Ethics Act. The principles under the act are: –Respect for the law and system of government –Respect of persons –Integrity –Diligence –Economy and efficiency Ethical Behaviour includes avoiding conflicts of interest (real or perceived), and not making improper use of an individuals position.

7. CRICOS No. 000213J a university for the world real R All purchases must comply with Queensland Workplace Health and Safety Act 1995 –C–Chemical & Radioactive hazardous materials –B–Biological materials –E–Electrical Equipment Material Safety Data Sheets (MSDS) are to be completed for all purchases of this nature.

8. CRICOS No. 000213J a university for the world real R  Cardholders are to collect their own cards. Cards cannot be collected by fellow staff member – Verification process required.  Limit exposure of your Credit Card details via email (do not email details to “Group lists – i.e. mybusiness.accountspayable@optus.com)mybusiness.accountspayable@optus.com  Internet purchases (must be a Secure Socket Layer site)  Advise FRP Immediately of any Staff leaving QUT.  FBT Declarations for any purchases involving private percentages –  GO Card Top up  GO Via Tags  Internet Top ups – Prepaid or otherwise  Memberships – Strict guidelines apply – queries to tax@qut.edu.au  Things to Note:

9. CRICOS No. 000213J a university for the world real R  Ensure correct Hospitality Spend wizard Template is selected.  Hospitality Claim form Not Required by FRP - (details to be entered into Flexipurchase system) - where appropriate. Note: Forms are required when procured via Invoice IT  Complete staff/non-staff attendance (required for FBT purposes)  Certain transactions will attract FBT – this tax is charged monthly by Senior Tax Officer.  All Hospitality transactions have Dual Approval requirements – Manager Accounting Operations - is the final approver Hospitality

10. CRICOS No. 000213J a university for the world real R Hospitality & Catering Policy MOPP G/5.6MOPP G/5.6  Prior written approval where practicable  Must be in relation to official duties, is reasonable and is publicly defensible. Travel Policy MOPP G/5.5MOPP G/5.5  Travel within Australia requires prior approval by the head of the school or equivalent relevant responsibility centre.  Travel outside Australia requires prior approval by the relevant executive dean of faculty / head of division Supporting Documentation retention  Supporting documentation of approvals for Hospitality and Travel is to be retained within the Business Unit of the Cardholder for Reporting and Auditing purposes. Hospitality and Travel

11. CRICOS No. 000213J a university for the world real R International Travel Requirements This template is a useful tool in taking steps to ensure that your – or another cardholder’s - card is not un-necessarily suspended whilst on an overseas engagement The completed template can be in email form and forwarded to both creditcardfraud@nab.com.au and to qut.fincard@qut.edu.au creditcardfraud@nab.com.auqut.fincard@qut.edu.au The following cardholder will be travelling overseas:  Card Number: - Last 6 digits Only.  Card Holder Name:  Card Holder Destinations:  Departure Date:  Return Date:  Contact Number/Email for emergencies:

12. CRICOS No. 000213J a university for the world real R  Purchases up to $5,000 (excl. GST)  Internet Purchases  Airfares (prepaid prior to travel)  Accommodation/Conferences & Seminar cost (prepaid prior to travel) Check that any travel allowances for meals are adjusted if meals are provided in the accommodation/conference costs  Hospitality  Stationery  Memberships / Subscriptions Must meet all requirements as per FPPM (Conditions Apply) Corporate Card - CAN’s

13. CRICOS No. 000213J a university for the world real R QUT Bookshop purchases (Advise Bookshop staff you are using a QUT Corporate Card) Please discuss the purchase of Assets with your Finance/Budget officers – Corporate Card may not be acceptable Asset Purchases - MUST ENTER ASSET DETAILS in FlexiPurchase:  IT Hardware (Account 4110) - Items > $1,000  Equipment (Account 4102) - Items > $2,000  Software (Account 4109) - Items > $2,000 Asset purchases must comply with QUT’s procurement policy (including adherence to SOA’s/PSA’s) to be made via corporate card. Where an SOA/PSA requires purchases to be made using an Oracle Purchase Order - this process must be followed Corporate Card - CAN’s (cont.)

14. CRICOS No. 000213J a university for the world real R  PSA and SOA list on QUT Website  Furniture (contact Facilities Management Ext 83561)  Mobile Phones (contact Comms Admin first Ext 81555)  Media Advertising/Marketing (contact Corporate Communications Ext 81840)  Printing Services – Contact QPS  Computer Software and Hardware – IT Services Corporate Card Restrictions

15. CRICOS No. 000213J a university for the world real R  Purchases in excess of $5,000 (excl. GST)  2 quotes or PPA Required, and/or  PO Required  Splitting purchases to stay below $5,000 limit  Consultants – External.  Personal Use:  Flowers  Personal transactions i.e. Coles, Woolworths, Myers.  Pay Invoices made out to the individual  Please Note: Any reimbursements back to QUT for personal use or otherwise can be made through QUTPay. Corporate Card - Don'ts

16. CRICOS No. 000213J a university for the world real R  Sustenance (Travel) where a Travel Allowance has been processed  Deposits/Advance Payments (Tax issues apply)  Donations – (Internally only)  QUTPAY Related Products (Internal Use only)  Parking permits and Fines  Application Fees  Provide your credit card details to another staff member.  Purchases only to be made by cardholder – not on behalf of.  Do Not Provide your Flexipurchase username or password to any person. Corporate Card - Don'ts (cont.)

17. CRICOS No. 000213J a university for the world real R Breach Notices issued for:

18. CRICOS No. 000213J a university for the world real R Breach for Non-Compliance

19. CRICOS No. 000213J a university for the world real R Suspension and Re-Activation Corporate Card Suspended if:Outstanding Transactions >30 DaysOutstanding Statements >30Receive 3 breaches in a 6 month period Reconcile all Outstanding Transactions in Flexipurchase Have all transactions and Statements approved by Supervisor or Delegate Advise FRP by email declaration that requirements have been complied with. Up to the Current Period All Submissions reviewed by Corporate Card Officer – Report to Manager Acc Ops Reactivation of QUT Corporate Card

20. CRICOS No. 000213J a university for the world real R Breach Notice (refer to Chapter 4(B) Financial Management Practice & Procedures Manual) - 3rd breach notice within 6 months – Automatic Suspension, referred to Director, Corporate Finance and Cardholder supervisor Can lead to cancellation of card/s Fraudulent misuse reported (CMC, Police) – penalties/imprisonment (QUT Code of Conduct) Course of Action

21. CRICOS No. 000213J a university for the world real R Mandatory Requirements  Ensure the domestic vendor has an ABN number  Check vendor is able to supply a GST receipt/Tax Invoice  Present/provide card number to merchant/supplier  Ensure full description of goods and price on transaction document  Transactions <$82.50 incl GST ($75 excl. GST) require receipt/proof of payment, but does not require an approved GST compliant Tax Invoice  Sufficient funds (budget availability)  Beware of backorders Tax Invoice Requirements

22. CRICOS No. 000213J a university for the world real R Compliance Requirements  “TAX INVOICE” to appear on invoice  ABN number  Name and address of the Vendor  Date of issue  Description of the goods/services  Price of the Goods/services either exclusive or inclusive of GST  Name and either QUT address or ABN if over $1,000 Tax Invoices

23. CRICOS No. 000213J a university for the world real R Non-Compliance Issues  QUT will pay the GST  No reimbursement for GST by ATO  Full charge of the invoice to the Responsibility Centre  Breach of Compliance Notice Issued Tax Invoices (cont.)

24. CRICOS No. 000213J a university for the world real R Background on the GST in Australia Goods and services tax (GST) is a broad-based tax of 10% on most goods, services and other items sold or consumed in Australia. Generally, businesses and other organisations registered for GST will: –include GST in the price of sales to their customers, and –claim credits for the GST included in the price of their business purchases. So while GST is paid at each step in the supply chain, businesses do not actually bear the economic cost of the tax. The cost of GST is borne by the final consumer, who can’t claim GST credits. While businesses don’t bear the economic cost of GST, they collect it. As a GST registered business, you’ll need to put aside the GST you have collected so it can be paid when due.

25. CRICOS No. 000213J a university for the world real R International transactions do not attract GST Domestic flights do attract GST Domestic leg of International Flights are GST Free Examples of GST Free Items: Food - Basic unprocessed foods, Water and Sewerage, Govt Funded Childcare Importing Goods – through Customs – GST IMPORT Further Tax queries – tax@qut.edu.au Continued

26. CRICOS No. 000213J a university for the world real R Justification Email to Head of Responsibility Centre. Head of Responsibility Centre to provide support and approval via email Forward to Executive Dean or DVC Approval from Executive Dean or DVC - email to qut.fincard@qut.edu.au Reviewed by Manager Accounting Operations Recommendation forwarded to Director Corporate Finance Final Approval Received - Limit Raised by Manager Accounting Operations Notification sent to Card holder of Limit Increase  Financial Management Practice and Procedures Manual, Chapter 4(B), QUT Corporate Card:Chapter 4(B)  Allow min 5 working Days to finalise.

27. CRICOS No. 000213J a university for the world real R Reporting Timeframes: Transactions are to be coded and approved within 30 days from end of period Statement completion emails are to be received by the FRP Corporate Finance Corporate Card Officer within 30 days from end of period Disputed transactions must be actioned with NAB within 90 days of transaction date (automatic extensions apply to disputed transactions – limited to 90 days from transaction date) NAB Flexipurchase Notifications: Weekly approval email sent to approvers – Tuesday evening – contains all transactions ready for approval Weekly queried transactions Monthly End Of Month closing date notification Approvers and Cardholders

28. CRICOS No. 000213J a university for the world real R Cardholder  Completion of Training  Complete the NAB Bank Application form  Complete Financial Delegation form for Corporate Card use  Read the Financial Management Practice and Procedures Manual on Corporate Card (Chapter 4(B))  Sign the Card and Conditions of Use Agreement (on card availability)

29. CRICOS No. 000213J a university for the world real R Cardholder Responsibilities: Procure goods / services for QUT purposes Receive valid tax invoices (where applicable) Maintain supporting documentation (approvals etc) as required Code transactions – Including correct GST allocation Ensure electronic transaction approvals are completed Provide approver with monthly statement including invoices and supporting documents in a timely manner Respond to monthly statement & transactions declaration email within timeframe to FRP Corporate Finance, Corporate Card Officer Safeguard the Corporate Card and do not lend to others Do not disclose NAB Flexi purchase login or password to others Cardholder

30. CRICOS No. 000213J a university for the world real R Disputed Transactions: It is the responsibility of the cardholder to ensure all transactions loaded on their account are accurate and approved QUT Business. Any transactions actioned fraudulently are to be disputed with the NAB immediately via the flexipurchase system. Disputed transactions are to be actioned and resolved with the NAB within 90 days of being posted to the account. (Phone no. 1300 ) Any transactions disputed after this timeframe may incur a fee from the NAB, they may also be denied for being outside acceptable timeframe. Cardholder

31. CRICOS No. 000213J a university for the world real R What to do if your card is Stolen, Misplaced or Lost: Misplaced – Contact Corporate Card officer on (qut.fincard@qut.edu.au) to place a temporary block on card – If not located in 1 week – Card to be cancelledqut.fincard@qut.edu.au Lost – Contact the NAB Immediately to cancel card (refer Stolen), notify Corporate Card Officer to arrange replacement card Stolen - contact the NAB Immediately to cancel card on 1800 033 103, Report to Police (Police No to be provided to qut.fincard@qut.edu.au) and to your supervisorqut.fincard@qut.edu.au Cardholder

32. CRICOS No. 000213J a university for the world real R Cardholder  Taking Extended Leave or Resigning from QUT?  Transferring to another role? (Secondment or ongoing.) Do you require the use of a corporate card? If so, please refer to the following compliance guidelines: Less than 2 months: The Card is to be kept secure until your return Card will be left active. More than 2 months - Less than 6 months: Notify FRP. Card will be deactivated. Upon your return, email Corporate Card Officer to request reactivation Greater than 6 months: Card is to be returned to FRP for cancellation. Upon your return, complete an application form to obtain your new card. Please Note: Any staff who retire/resign from QUT will be required to re-attend training to obtain a QUT Corporate Card – regardless of time frame.

33. CRICOS No. 000213J a university for the world real R Approver Responsibilities: Ensure integrity of transactions expenditure must be for official QUT purposes only Private use is not deemed a valid QUT business expense and should be reported to qut.fincard@qut.edu.au immediately qut.fincard@qut.edu.au Misuse or inappropriate use of the card must be reported to qut.fincard@qut.edu.au immediately qut.fincard@qut.edu.au Review supporting documentation / invoices (for compliance requirements) Ensure correct cost centre coding of transactions – including GST Approve transactions electronically Approver

34. CRICOS No. 000213J a university for the world real R Approver Responsibilities (cont’d) Signing of statement – Monthly NAB Bank Statement (Hardcopy) Ensure response to monthly statement & transactions declaration email within timeframe to FRP Corporate Finance, Corporate Card Officer Approvers should ensure qut.fincard@qut.edu.au is advised of any changes within their area: This Includes:qut.fincard@qut.edu.au Staff leaving on Secondment Staff leaving QUT Staff on Extended leave (Paternity - LSL) Any role changes that may require a change in approval roles Any cardholders no longer requiring the use of the QUT Corporate Card Approver

35. CRICOS No. 000213J a university for the world real R Potential Fraudulent misuse reporting Report suspected misuse to FRP Corporate Finance immediately at qut.fincard@qut.edu.au qut.fincard@qut.edu.au Director, Corporate Finance to report to Registrar (Public Interest Disclosure Officer) as soon as practicable and conduct a desk top review with the assistance of Manager Accounting Operations Registrar (PID Officer) to advise of any further action - e.g. Potential Police action etc. Reporting Misuse

36. CRICOS No. 000213J a university for the world real R Corporate Card Guidelines: http://www.frp.qut.edu.au/departments/finserv/acctserv/corpcard/guidelines. jsp Corporate Card User Manual (Flexipurchase) http://www.frp.qut.edu.au/frptoolkit/frptraining/documents/corporate_card_ guide.pdf Financial Management Practice and Procedures Manual: http://www.frp.qut.edu.au/frptoolkit/financialman/documents/chapter4.pdf Corporate Card FAQ’s: https://sharepoint.qut.edu.au/divisions/frp/External%20Wiki/Corporate%20Ca rd.aspx

37. CRICOS No. 000213J a university for the world real R All relevant information can be obtained from the Finance & Resource Planning Website : http://www.frp.qut.edu.au/http://www.frp.qut.edu.au/

38. CRICOS No. 000213J a university for the world real R Not sure if you can purchase something? Contact FRP Accounts Dept. Corporate Card Officer – Ext 82964 qut.fincard@qut.edu.au