Travel and Purchasing Card Policy

This policy applies to all University staff members.

The purpose of this policy is to provide instructions and rules about the use of University travel cards and purchasing cards.

The University issues two types of credit cards to staff members:

• Travel cards are provided to the University Executive Committee (UEC), academic heads and staff members that undertake frequent travel on behalf of the University and/or pay for official business related entertainment.
• Purchasing cards are issued to staff members who are required to undertake purchasing of one-off low value transactions (under $2,000 NZD) on behalf of a faculty, research centre, institute, academic department or service division.

Further details of appropriate use for the cards are contained in the Travel and Purchasing Card Procedures.

Conditions for issue and use

1. Travel cards and purchasing cards are not transferable. They must only be used by the cardholder. 

2. The card number and the card expiry date must not be given to any person other than the cardholder, including other staff members. The card details must not be stored in a supplier’s website.

3. Travel cards may be issued to staff that are required to undertake frequent travel on behalf of the University and/or pay for official entertainment.

4. The issue of travel cards needs the approval of a Faculty Dean, University Executive Committee (UEC) member, and a University bank signatory.

5. Purchasing cards may be issued to staff members who are designated purchasers and required to undertake purchasing on behalf of a faculty, institute, research centre, academic department or service division.

6. The issue of purchasing cards needs approval from the Director of Faculty Finance or Senior Finance Business Partner(SFBP) and a University bank signatory.

7. As part of the application form process cardholders are required to complete the Declaration form. By signing this form cardholders are confirming that they agree to abide by the Travel and Purchasing Card Policy and the Travel and Purchasing Card Procedures.

Restrictions

Both types of cards must only be used for official University related business.

8. Under no circumstances is a travel card or purchasing card to be used for personal expenses.

9. Travel cards and purchasing cards must not be used for cash withdrawals.

10. Travel card must not be used for expenditure that can be covered by a Purchasing card.

Note - refer to the Travel and Purchasing Card Procedures for the appropriate use of cards.

Expense reporting

11. Cardholders are required to obtain appropriate supporting documentation for each transaction incurred on their card.

12. Cardholders are responsible for the monthly reconciliation of their transactions. Failure to submit reconciliation on time may result in the card being blocked or cancelled.

Security

13. The safe-keeping of the card is the individual cardholder’s responsibility. It must be kept on the cardholder’s person or in another secure location.

Liability for payment

14. The University is liable to the bank for all charges relating to the card. However, the cardholder may be liable to repay the University if they unreasonably delayed notifying the bank that the card was lost or stolen or have acted fraudulently or in any way contravened this policy.

Misuse of cards

15. Misuse of the card, or deliberate or intentional failure to comply with its conditions of use, may be considered misconduct, serious misconduct or fraudulent.

16. Non-compliance with this policy may result in the card being put on hold, cancelled or withdrawn.

The following definitions apply to this document:

Academic head refers to the manager of an organisational unit (faculty, school or department) at level 3 of the University Organisational Structure.

Cardholder is the staff member to whom the card has been issued.

Travel card refers to a credit card issued to a staff member required to undertake frequent travel on behalf of the University and/or pay for official entertainment.

Delegate is a staff member that has been set up in the financial system to be able to create and submit expense reports on behalf of another staff member.

Purchasing cards means a credit card issued to staff who are required to undertake purchasing on behalf of a faculty, academic department, research centre or institute or service division. Also referred to as a ‘pcard’.

Staff member refers to an individual employed by the University on a full, casual or part time basis.

University means Waipapa Taumata Rau, the University of Auckland and includes all subsidiaries.

Include the following:

• Sensitive Expenditure Policy
• Procurement Policy
• Travel Policy
• Travel and Purchasing Card Procedures
• Expense Card Application Form
• Expense Card Declaration Form
• Purchasing Card Application Form

Owned by: Chief Financial Officer
Content manager: Group Financial Controller
Approved by: Vice-Chancellor
Date approved: 24 May 2018
Reviewed date: 31 March 2025
Next Review date: 31 March 2029