• Section 1 - Preamble
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Policy
• Eligibility and Issuance
• Cardholder Responsibilities
• Prohibited/Unacceptable Credit Card Use
• Liability
• Personal Expenditure
• Credit Card Limits
• Approvals and Acquittals
• Loss, Theft or Credit Card Fraud
• Suspension or Cancellation of Credit Card
• Audit
• Section 5 - Non-Compliance

Section 1 - Preamble

(1) Charles Darwin University (‘the University’, ‘CDU’) supports the use of a Corporate Credit Card to facilitate administrative efficiency and timely payment of approved University business. The Corporate Credit Card is a method of payment only and does not replace or override the University’s procurement processes or requirements.  

(2) The issuance, variation, suspension or cancellation of a Corporate Credit Card is at the sole discretion of the relevant Delegate in accordance with the Delegations Policy and Delegations Register, and must align with the University’s operational and strategic objectives.

(3) The use of Corporate Credit Cards is subject to strict accountability and control arrangements. All expenditure must be appropriate, transparent, and capable of withstanding public and audit scrutiny.

Section 2 - Purpose

(4) The purpose of the policy is to establish clear requirements for the issuance, use, management, and monitoring of University-issued Corporate Credit Cards. The policy aims to ensure Corporate Credit cards are used responsibly and securely, and in accordance with the University’s financial management, governance and accountability obligations.

Section 3 - Scope

(5) This policy applies to:

1. all University Corporate Credit Cardholders and all other University staff involved in the use, administration, and management of University-issued Corporate Credit Cards.

(6) Corporate Credit Cards may be used for payment of:

1. low-value consumables with a transaction value of less than $1,000; and
2. approved expenditure incurred whilst on University-authorised travel, in accordance with the Travel Policy.

Section 4 - Policy

(7) University-issued Corporate Credit Cards:

1. may only be used for authorised University business that is directly connected to, or is a direct consequence of, the cardholder’s functions and duties.
2. must be used in accordance with:
   1. University Governance documents, including the Corporate Credit Card Policy and Corporate Credit Card Procedure;
   2. the Corporate Credit Card Agreement;
   3. the Delegations Policy, Delegations Register and credit card limits; and
   4. approved budget/funding allocations.

Eligibility and Issuance

(8) To be eligible for a University-issued Corporate Credit Card, a staff member must:

1. be an ongoing or fixed-term staff member of the University (excluding controlled entities). Corporate Credit Cards will not be issued to adjunct, visiting or casual staff members; and
2. hold a position with regular and demonstrated need to purchase goods and services on behalf of the University; and/or
3. be required to travel on behalf of the University; and
4. agree to and comply with all conditions of use and relevant University Governance documents; and
5. complete the required Corporate Credit Card training prior to card issuance.

(9) Subsequent to an approved application for a Corporate Credit Card, a card will be issued in accordance with the Corporate Credit Card Procedure.

(10) Corporate Credit Cards remain the property of the University and must be returned upon request or cessation of employment.

Cardholder Responsibilities

(11) Corporate Credit Cardholders are accountable for:

1. all transactions incurred on the card;
2. obtaining a compliant tax invoice or receipt from the supplier or merchant for every transaction;
3. the safe custody of the physical card and important card information such as expiry date and card verification value (CVV);
4. ensuring that, to the extent possible, items that can be purchased through an established University supplier and panel contract are not purchased on a Corporate Credit Card; and  
5. ensuring all expenditure is for official University business purposes only; and
6. Cardholders must acquit and submit their expenses for approval every month. It is the Approving Officer’s responsibility to review and approve monthly as outlined in the Corporate Credit Card Procedure.

Prohibited/Unacceptable Credit Card Use

(12) A University Corporate Credit Card must not be used:

1. For any purpose that is of a personal or private nature;
2. While a cardholder is on annual leave, long service leave, extended sick leave, or leave without pay;
3. For internal purchases from the CDU Bookshop, on-site campus accommodation or course fees;
4. For the routine purchase of Personal Protective Equipment (PPE) or any item of clothing that is required for work purposes (either by CDU or where their role requires a uniform), except where the item cannot be reasonably procured through the University’s established supplier or panel contract;
   1. The purchase of a non-compulsory uniform or an item of clothing not required for work is considered a personal expense.          
5. To purchase goods or services where CDU already has a preferred supplier in place; or
6. To make unauthorised purchases that do not have the required pre-approval prior to payment.
7. To purchase the following goods or services:
   1. Alcohol for consumption for the cardholder or guests, at University or non-university functions;
   2. Furniture or equipment, including computers and accessories for remote working at home;
   3. Computer software and licenses, without prior consultation with, and approval from Digital Technology Solutions (DTS);
   4. Private mobile phone services and call charges;
   5. Private internet services or connection charges;
   6. Catering, meals and beverages for non-business-related activities. Celebrations of the end of the year, festive calendar events, birthdays, and staff leaving CDU are not considered business-related activities;
   7. To obtain cash or purchase any form of Gift Cards, regardless of whether the intent is for business or student purposes. Examples include iTunes cards, store-branded cards, gift certificates, debit cards, movie tickets or other prizes;
   8. To acquire gifts for employees or third parties, except as permitted within the Gifts and Benefits Policy;
   9. The payment of tips and gratuities within Australia is not permitted. An exception may be made where a set percentage service charge is added to the bill in an overseas country where it is culturally expected and appropriate;
   10. To pay personal parking and traffic fines, including for University-owned vehicles (the payment of which is the responsibility of the individual);
8. An exemption to using the credit card for prohibited items, as in Clause 12, requires pre-approval from the VC.

Liability

(13) The cardholder will be held personally liable for any unauthorised use of the card unless the unauthorised use is the result of a lost or stolen credit card (provided the cardholder took adequate measures to prevent the credit card from being lost or stolen) or is otherwise the result of fraud on the part of a third party.

Personal Expenditure

(14) If a cardholder inadvertently charges a personal expense to a University Corporate Credit Card, the cardholder must immediately reimburse such charges to the University together with any fringe benefits tax (FBT) liability which may have been incurred by the University as a result of the personal expense.

Credit Card Limits

(15) Individual monthly credit limits should be determined by the anticipated expenditure required by the position; however, they should not exceed the maximum limits outlined below:

1. Default - $1,000;
2. HEW 5 & Academic C - $5,000;
3. HEW 6, 7, 8 & Academic D - $7,000;
4. HEW 9, 10 & Academic E - $10,000; and
5. Senior Manager Contracts - $10,000.

(16) Requests for temporary increases in credit limits in excess of those outlined above will be considered on a case-by-case basis by the Director Finance.

Approvals and Acquittals

(17) Cardholders must retain evidence of an expense incurred on the University Corporate Credit Card.

Loss, Theft or Credit Card Fraud

(18) The cardholder must take appropriate measures to protect the credit card from being lost, stolen or misused.

(19) The cardholder must immediately notify any loss, theft or fraudulent activity to the financial institution that issued the University Corporate Card, Commonwealth Bank (CBA). This can be done using the 24-hour emergency number provided when the card was issued (on the back of the Mastercard) or via NetBank.

(20) A cardholder must retain any notification number or other acknowledgement provided by the financial institution as evidence of the date and time of the notification.

(21) A cardholder must also, as soon as possible, report the loss, theft or fraud of the cardholder’s Corporate Credit Card to corporatecard@cdu.edu.au.

Suspension or Cancellation of Credit Card

(22) Corporate Credit Cards will be suspended for the following reasons:

1. The cardholder fails to provide valid supporting documentation for their transactions;
2. The monthly expenditure is not acquitted within 30 days from the transaction date. Any credit card expense not acquitted after this period will result in the corporate credit card being suspended until such time as all available transactions have been acquitted;
3. The employment of a cardholder is suspended, pending disciplinary action.

(23) Corporate Credit Cards will be cancelled for the following reasons:

1. The cardholder refuses to comply with relevant University policies and procedures; and
2. The cardholder regularly fails to provide valid supporting documentation for any outstanding transactions.

Audit

(24) The details of credit cards issued, including individual limits, are maintained in the records of the issuing bank.

(25) All cardholder transactions and supporting documentation concerning a Corporate Credit Card will be open to review by Finance and Internal Audit to ensure accurate coding and recording of expenditure, and to ensure compliance with legislative obligations, including Fringe Benefits Tax (FBT).

Section 5 - Non-Compliance

(26) Deliberate misuse of a Corporate Credit Card is fraud.  

(27) Non-compliance with this policy or related procurement Governance documents is treated as a serious matter by the University and may constitute a breach of the Code of Conduct - Employees.

(28) The University may investigate suspected non-compliance and take appropriate action, including disciplinary action in accordance with the Charles Darwin University and Union Enterprise Agreement 2025, extending to recovery of funds, withdrawal of delegations, mandatory training or referral for audit, legal or regulatory review where appropriate. 

(29) Complaints may be raised in accordance with the Complaints and Grievance Policy and Procedure - Employees.

(30) All staff members have an individual responsibility to raise any suspicion, allegation or report of fraud or corruption in accordance with the Fraud and Corruption Control Policy and Whistleblower Reporting (Improper Conduct) Procedure.