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 lose 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 contact the ProMaster Enterprise Controllers?
How do I apply for a University card?
A card can be organised by completing a FS52 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 ProMaster Enterprise 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?
Please contact Diane Wade for details on how to change your personal details. The use of the FS72 Form has recently been phased out.
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 ProMaster Enterprise Controllers (08 8302 1482 or 08 8302 1481)
What do I need to do if my credit cards damaged?
Contact the ProMaster Enterprise 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 ProMaster Enterprise 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 ProMaster Enterprise 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 a cardholder has been allocated with a PIN, he/she is authorised to withdraw cash for approved overseas conference or business trips, however cash withdrawn for any other reason must be pre-approved by Manager: Financial Support Services via email.
All cash withdrawals must be full acquitted within 10 working days form the statement date.
How do I return unspent cash to the University?
All credit card unspent funds must be returned to the University by acquitting the amount in ProMaster and having the amount deducted via Payroll.
Please see Quick Reference Guide: Reimbursing the Remaining Balance of a Cash Advance.
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.
A full listing of Prohibited & Conditional Transactions is available here.
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.
How do I acquit purchases made on my card?
Purchases must be acquitted using ProMaster. A reminder email will be sent to you when you have transactions to reconcile.
Please see Quick Reference Guide: Acquitting Credit Card 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 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 ProMaster, 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 lose a tax invoice/receipt?
Purchases up to $82.50 - Record on ProMaster that the documentation has been lost/mislaid. Code GST (T) for Australian taxable items and GST (N) for overseas purchases.
Purchases over $82.50 - If the cardholder is unable to obtain a copy from the merchant, a declaration must be completed as supporting documentation. Code GST (F) for Australian purchases and GST (N) for overseas purchases.
Please see Quick Reference Guide: Acquitting Credit Card Transactions without a Receipt (PDF 198kb)
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. Once Entertainment is selected as the Expense Type, a wizard will open to guide you to provide the necessary information.
Please see Quick Reference Guide: Acquitting Credit Card Transactions using the Entertainment Wizard (PDF 283kb)
How do I contact the ProMaster Enterprise Controllers?
Diane Wade
Phone: 8302 1482
Email: diane.wade@unisa.edu.au
or
Deborah Cocks
Phone: 8302 1481
Email: Deborah.Cocks@unisa.edu.au