Companion Card Procedure

Document Number000790
Date Approved30 August 2006

1.      Context

This procedure supports the  implementation of the University's Travel Policy and must be read in conjunction with that document and the documents listed as Essential Supporting Documents below.

2.      Definitions

In this procedure

authorised officer means an officer with appropriate authority under the Delegation of Authority Policy;

acquit means to substantiate expenses and reconcile these against cash used;

companion card  means a University provided credit card for use by international travellers to access cash withdrawals only.

3.      Procedure

3.1.     Companion cards are available only to staff who travel as part of their normal duties while employed by the University’s International Division or English Language and Foundation Studies unit.

3.2.     Applicants for a companion card must:

(i) obtain an application form from Card Services within Financial Services;

(ii) complete all mandatory fields on the form;

(iii) obtain the approval signature from an authorised officer

(iv) forward the signed form to Card Services; and

(v) collect the card and Personal Identification Number (PIN) from Card Services when it is available – generally after 7 working days.

3.3.     Card holders may access available credit on their card by withdrawing cash:

(i) from an ATM;

(ii) across the counter of financial institutions displaying the Visa logo; or

(iii) through a foreign currency exchange.

Note: Some hotels allow cash withdrawals through their own facilities

3.4.     No purchases are to be made using the companion card. The card can only be used as defined in the Travel Policy.

3.5.     Card holders are required to obtain and keep receipts and invoices documenting their use of the cash withdrawn from the companion card.

3.6.     When receipts or invoices are not provided, travellers must document expenditures by making a Diary Note or completing the declaration template available on Spendvision.

3.7.     On return from each trip in which the companion card has been used, card holders must take the following actions:

(i) acquit any withdrawals of cash from the companion card using the Expense Management System – Spendvision;

(ii) arrange refund of any non-aquitted residual cash amounts to the University by completing the “Cash Advance Refund to the University” requisition in Spendvision. That process will trigger payroll deductions.

Note: where card holders are travelling again within 3 months of the previous trip, they may hold a positive float (where they owe the University money) until that amount is acquitted as a result of expenses in the following trip; or a negative float (where the University owes them money) until additional advances are accessed for the subsequent trip.

(iii) Where the cardholder holds foreign coins and/or notes of low value, the cardholder may retain the money but is expected to acquit the amount through Spendvision. That transaction ensures that the money is accounted for and avoids the amount being recorded as money owed by the traveller.

(iv) Extract a cash statement report from Spendvision showing all transactions; sign this report; attach all supporting documents; and forward to Card Services in Financial Services within 4 weeks of the end of the month in which the trip was completed.

Note: this statement report is in addition to the reports that travellers must provide if they hold a University purchasing card and/or they are claiming reimbursements.

3.8.     Cards which are lost or stolen overseas should be reported to any bank displaying the Visa logo immediately upon discovery or by phoning the toll free 1800 number, located in the cards terms & conditions – provided when the card was signed.

4.      Essential Supporting Documents

5.      Related Documents

Approval AuthorityVice-Chancellor
Date Approved30 August 2006
Policy SponsorDeputy Vice-Chancellor (Services)
Policy OwnerDirector, Corporate Services
Policy ContactAssociate Director, Commercial Services
Amendment History

Amended Policy Owner /Contact 24 March 2010

Amended Policy Contact - 19 August 2010