• Section 1 - Preamble
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Procedure
• Application Process
• Issuance of New/Replacement Corporate Credit Card
• Private Expenses
• Documentation
• Lost or Misplaced Documentation
• Lost or Misplaced Documentation
• Disputing a Transaction
• Fraudulent Activity
• Expense Report
• Lost or Stolen Cards
• Cancellation and Return of Corporate Credit Cards
• Section 5 - Non-Compliance

Section 1 - Preamble

(1) Corporate Credit Cards are specifically designed for, but not restricted to, high volume, low value (less than $1,000) transactions and to assist staff members who travel on behalf of the University. 

Section 2 - Purpose

(2) This procedure defines the requirements and processes for the issuance, use and cancellation of Corporate Credit Cards.

(3) This procedure is to be read in conjunction with the University’s Corporate Credit Card Policy. 

Section 3 - Scope

(4) This procedure applies to:

1. all staff applying for or issued with a University Corporate Credit Card (cardholders);
2. all delegates approving the issuance of a Corporate Credit; and
3. all authorising delegates approving Corporate Credit Card transactions undertaken by cardholders within their respective business unit/cost centres.

Section 4 - Procedure

Application Process

(5) Where a need for a Corporate Credit Card has been established, the applicant must: 

1. read and agree to the conditions of use outlined in the Corporate Credit Card Policy; and 
2. complete the OneFinance Corporate Purchase Card Application via eCentre. 

(6) Applications submitted through eCentre are automatically routed to the applicant’s supervisor for endorsement. Following endorsement, the application must be approved by a member of the Senior Executive Team (SET). 

(7) Once approval has been granted by a SET member, the applicant must complete the mandatory training through Learnline and execute the corporate credit card agreement. 

(8) Upon completion of the Learnline training, applications are reviewed by CDU Finance to confirm staff member eligibility before the application is progressed to the bank.

(9) Where a staff member is assessed as eligible, the application will then be completed via the bank’s portal. The corporate credit card will generally be issued within 7 – 10 business days. Payables will send the corporate credit card reference sheet to corporate credit card holders. 

Issuance of New/Replacement Corporate Credit Card

(10) All Corporate Credit Cards will be mailed to the cardholder at the nominated mailing address provided in their application. If the card is not received within the timeframe specified by the bank, the cardholder is responsible for following up directly with the bank. 

Private Expenses

(11) Charging personal transactions to a Corporate Credit Card is not permissible under any circumstances.

1. The purchase of a non-compulsory uniform or an item of clothing not required for work purposes is considered a personal expense.

(12) In the event that private expenses are inadvertently charged to the Corporate Credit Card, please contact corporatecard@cdu.edu.au.

Documentation

(13) Cardholders are responsible for obtaining tax invoices or receipts and all supporting documentation for Corporate Credit Card transactions. 

Lost or Misplaced Documentation

(14) Cardholders are responsible for obtaining tax invoices or receipts and all supporting documentation for Corporate Credit Card transactions.

Lost or Misplaced Documentation

(15) In the absence of a tax invoice, the cardholder must complete a Statutory Declaration detailing: 

1. name of the merchant and location of the purchase;
2. description and amount of the purchase;
3. justification as to why a tax invoice or receipt cannot be provided for the purchase; and
4. a declaration that the expense was incurred for official University business.  

Disputing a Transaction

(16) Where a transaction charged to a Corporate Credit Card is in dispute, the cardholder is required in the first instance to attempt to resolve the dispute directly with the supplier and place the transaction in dispute in the Finance System until the issue is resolved.

(17) If unable to resolve the dispute directly with the supplier, the cardholder is responsible for contacting the bank directly via online banking or by phone. 

(18) Cardholders are required to advise the bank within thirty days of the statement date to request a chargeback for a transaction so they do not lose their chargeback rights. After this period expires, the transaction may no longer be investigated through the card provider, and the charges may remain. The transaction must then be coded back to the organisational unit. When the dispute is resolved and results in a credit to the Corporate Credit Card, the credit will be reflected on the next statement.

Fraudulent Activity

(19) The cardholder is responsible for contacting the Bank immediately to report any fraudulent activity. 

Expense Report

(20) Cardholders must code Corporate Credit Card transactions in the Finance System within 30 days of the transaction.

(21) Failure to code transactions within the specified timeframe will result in the credit limit being temporarily reduced to NIL until outstanding transactions have been coded. 

(22) Finance conducts regular audits of Corporate Credit Card transactions and may seek additional information from cardholders where required.

Lost or Stolen Cards

(23) Lost or stolen Corporate Cards must be reported immediately to the issuing bank and corporatecard@cdu.edu.au. 

(24) It is recommended that any notification number or acknowledgement provided by the issuing bank should be retained by the cardholder.

(25) If the card is cancelled, a new card will be sent to the cardholder's nominated mailing address.

Cancellation and Return of Corporate Credit Cards

(26) An email notification must be sent to corporatecard@cdu.edu.au when a cardholder:

1. resigns from the University;
2. retires from the University;
3. is instructed to do so by an authorised Delegate; or
4. is transferred to another position within the University and no longer requires a Corporate Credit Card.

(27) Cardholders who are transferred to another organisational unit may retain the Corporate Credit Card on approval from the relevant Delegate.

Section 5 - Non-Compliance

(28) Non-compliance with Governance documents is considered a breach of the Code of Conduct – Staff, as applicable, and is treated seriously by the University. Reports of concerns about non-compliance will be managed in accordance with the applicable disciplinary procedures outlined in the Charles Darwin University and Union Enterprise Agreement 2025.

(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.