FAQs on credit cards
- How do I apply for a University Credit Card?
- How long until I receive my card?
- Can I change any of my personal details re name etc?
- What do I do if I lose my card?
- What do I need to do if my credit cards damaged?
- Once my current card expires will I be issued with a new card?
- I won’t be using my card for the next 2 years, what can I do with it?
- I’m leaving the University, how do I cancel my card?
- What type of purchases can I use my card for?
- Can I withdraw cash from my card while travelling?
- How do I return unspent cash to the University
- What do I do if I discover a discrepancy on the Transaction Report?
- What happens if I have outstanding transactions?
- What do I do if I loose a tax invoice/receipt?
- What do I do if my Australian Tax Invoice has no ABN?
- What information is required for hospitality/entertainment expenses?
How do I apply for a University card?
A card can be organised by completing a FS52 and FS52a and forwarding them to the Supervisor. After completion, the form must be sent to the Credit Card Controller for processing.
How long until I receive my card?
The FlexiPurchase Controller will send you a letter of instruction and advice of procedures by email and the card will be distributed to you by internal mail within 7 working days, which is to be signed immediately upon receipt.
Can I change any of my personal details re name etc?
If you change any of your personal details or move to another area within the University, a FS72 must be completed and sent to the FlexiPurchase Controller for updating the FlexiPurchase credit card system.
What do I do if I lose my card?
If your card is lost or stolen, you need to immediately notify the NAB by contacting Ph 1800 033 103 – within Australia, 24 hours/7 days or if you are travelling overseas contact the Visa Toll Free number within the country you are in or contact the nearest bank displaying the Visa logo. Also contact the FlexiPurchase Controllers.
What do I need to do if my credit cards damaged?
Contact the FlexiPurchase controllers:
Diane Wade
Phone: 8302 1482
or
Deborah Cocks
Phone: 8302 1481
Once my current card expires will I be issued with a new card?
A card has a two year life span. The University will issue a replacement card within 10 working days prior to the expiry date on the card subject to the approval of the Supervisor.
The Finance Unit will issue an email when the card has been forwarded to you.
I won’t be using my card for the next 2 years, what can I do with it?
Where a card is not intended to be used for an extended period, it is prudent to reduce the monthly credit limit to $1.00. Notification by email should be forwarded to the FlexiPurchase Controller
I’m leaving the University, how do I cancel my card?
The card must be destroyed by cutting it in half through the magnetic strip and numbers and forwarded to the FlexiPurchase Controller for cancellation.
What type of purchases can I use my card for?
The card is available for purchasing and travel requirements. Cards shall only be used for University business in accordance with the terms and conditions of issue. Cards are not to be used for private purposes.
Can I withdraw cash from my credit card while travelling?
If you have been allocated a PIN by the FlexiPurchase Controller you have been authorized to withdraw cash with your University credit card.
How do I return unspent cash to the University?
All credit card unspent funds must be returned to the University by one of the following methods:
- Deposit the cash back into the card at any branch of the National Australia Bank or post office; or
- Complete a FS55 and pay the exact amount owed to UniSA at your local Campus Central; or
- Attach a cheque for the exact amount to a copy of the relevant page of the transaction report and forward to your local FlexiPurchase Administrator.
What items shouldn’t I be using my card for?
The cards are not to be used for private purposes and may only be used for purchases within the transaction limit approved by the Supervisor.
The card should not be used for the following transactions:
- Transactions under $20 (use petty cash);
- Payment to preferred suppliers (bulk billed through Accounts Payable) i.e. travel, stationery;
- Asset acquisitions (purchases $10,000 and over, where a purchase order is required).
Can I purchase items over the Internet for the University?
The card can be used over the internet, unless there is any reason to be uncertain about security. Generally, when a closed padlock symbol appears in your browser window (usually in the lower right-hand corner) you can be reasonably assured that the internet connection is secure. Take great care in providing your credit card details on the internet.
Can I purchase items over the telephone?
Yes, purchasing items over the telephone is acceptable however an FS83 form must be faxed to the supplier for confirmation.
How do I reconcile purchases made on my card?
A monthly statement titled “FlexiPurchase Transaction Report” will be sent to you by the FlexiPurchase Controller or Admin Centre Controller within your area. The report will need to be completed and all tax invoices and supporting documentation must be attached to the report. Sign and date the declaration at the bottom of the statement and forward the statement to the Supervisor for approval of the transactions.
What do I do if I discover a discrepancy on the Transaction Report?
The merchant should be the first point of contact, however please be aware that the National Bank can only provide assistance for transactions disputed 90-120 days from the FlexiPurchase transaction date. All discrepancies on your report will need to be reported to your Administration Centre Controller as soon as possible. The Controller will flag the transaction within FlexiPurchase, print a letter of dispute and forward it to the NAB. It is imperative that you sign all documentation forwarded to the bank regarding disputed transactions. Write ‘disputed’ in lieu of an account code on the monthly reconciliation statement. Cancellation or resolution of a dispute is also handled through the Administration Centre Controller.
What happens if I have outstanding transactions?
Transactions that haven’t been reconciled after 90 days may incur an internal interest cost at the prevailing bank rate, calculated from the date of purchase.
What do I do if I loose a tax invoice/receipt?
Purchases up to $55 - Record on the FlexiPurchase statement that the documentation has been lost/mislaid. Code GST (T) for Australian taxable items and GST (N) for overseas purchases.
Purchases over $55 - If the cardholder is unable to obtain a copy from the merchant, a statutory declaration must be completed as supporting documentation. Code GST (F) for Australian purchases and GST (N) for overseas purchases.
What do I do if my Australian Tax Invoice has no ABN?
Ring the supplier or search for the ABN and record it on the invoice
http://www.abr.business.gov.au/(grd4sp453pqn5oio2vblpi55)/main.aspx
If the ABN can not be obtained, then code GST (F).
What information is required for hospitality/entertainment expenses?
Detailed information is required by the Australian Taxation Office for University entertainment expenditure. Form FS71 must be completed or the relevant information must be recorded on the FlexiPurchase statement or receipt.