UNIVERSITY CORPORATE CARD APPLICATION AND AGREEMENT

Transcription

1 UNIVERSITY CORPORATE CARD APPLICATION AND AGREEMENT Cardholder Name: Position: Position Classification: Total Monthly Limit for Corporate Card: $ Reasons for Corporate Card: Please include expected patterns and types of expenditure. For example, purchase lab supplies once or twice a week. Account codes authorised to expend from: Is the cardholder a staff member? If not, justification for card: CARDHOLDER PROFILE (please tick one or both): Purchase of Goods and/or Services (maximum of $5,000 incl. GST per transaction) OR Travel and Entertainment CARDHOLDER AGREEMENT Your signature indicates that you have read, understood and have agreed to comply with the terms and conditions of this Corporate Card Cardholder Agreement and accept the consequences if found non-compliant with the terms and conditions. You are being entrusted with a University of Sydney Corporate Card so that you can undertake transactions on behalf of the University. The Corporate Card may be revoked at any time without your permission. I understand that I will be making financial commitments on behalf of the University of Sydney and I am responsible for obtaining the best value. I have read and will follow the University s Corporate Card Procedures. Failure to do so could be considered a misappropriation of University funds. Failure to comply with this agreement will result in revocation of the corporate card privileges and/or other HR disciplinary actions. I understand that under no circumstances am I permitted to use the Card for private (non-business) transactions, either for myself or for others. The University may report private transactions to the police and/or to the ICAC, and may investigate such transactions itself in accordance with the relevant University agreements and policies. I will be required to reimburse all personal transactions and any related administrative fees. I may be subject to disciplinary action, including the termination of my employment with the University. I will acquit all transactions incurred from the use of my Corporate Card in the University s expense management system within the monthly period. I will be responsible for resolving any discrepancies on the statement by contacting the merchant/ supplier. I will obtain sales vouchers and tax invoices and maintain detailed information for each transaction. It is my responsibility to match an appropriate sales voucher and tax invoice to each transaction on my statement and retain, in line with local procedures, signed and approved statements with supporting documentation for six (6) years. The Card is issued in my name and I am responsible for its security and safeguarding and the card remains the property of the National Australia Bank and the University of Sydney. If the Card is lost or stolen, I will immediately notify the National Australia Bank on (24hr service). I will also notify the University of Sydney Corporate Card Administrator on , or via facsimile or via on pcardhelp@sydney.edu.au and my Authorising Officer. I will immediately follow up on any suspect transactions and notify relevant authorities, including the National Australia Bank and the University of Sydney Corporate Card Administrator. I confirm that I have read, understood and have agreed to comply with the terms and conditions of this Corporate Card Cardholder Agreement and accept the consequences if found non-compliant with the terms and conditions. Cardholder Name (Print) Cardholder Signature HOS/Admin HOA Name (Print) HOS/Admin HOA Signature Finance Manager Name (Print) Finance Manager Signature This form will not be accepted unless completed by Director - Corporate Finance or Associate Director - Corporate Finance. Director - Corporate Finance or Associate Director - Corporate Finance Name (Print) Director - Corporate Finance or Associate Director - Corporate Finance Signature Finance and Accounting Manual Page 1, Last updated: 20/08/2012

2 Cardholder Name: AUTHORISING OFFICER AGREEMENT Your signature indicates that you have read, understood and have agreed to comply with the terms and conditions of the University of Sydney Corporate Card Authorising Officer Agreement. You have been nominated as a University of Sydney Corporate Card Authorising Officer and have the responsibility for ensuring staff under your control issued with Corporate Cards are using these for official University transactions. The Corporate Cardholder is being entrusted with a University Corporate Card based on the need to undertake transactions on behalf of the University. The Corporate Card may be revoked at any time without either your or the Corporate Cardholder s permission. Note: I understand that I will be confirming and authorising financial expenditure transacted on behalf of the University of Sydney, undertaken by cardholders reporting to me. I have read and will follow the Corporate Card Procedures. Failure to do so could be considered a misappropriation of University funds and the authority given to me could be revoked. I understand that I will be responsible for monitoring cardholders expenditure and use of their Corporate Card and will ensure that the Corporate Card is not used to make private purchases. It will be my responsibility to reinforce this procedure with cardholders under my control and if I suspect transactions to be of a suspect nature I will raise this with the cardholder in question and inform the University of Sydney Corporate Card Administrator. I understand that it will be my responsibility to review all cardholder transactions and authorise/ decline these within the Spendvision credit card management solution within the monthly period after satisfying myself that: - Appropriate documentation was evident; - Correct account codes have been used; - Meets University guidelines; and - Goods and services have been received. I will ensure that the cardholder has provided adequate description of each transaction to satisfy any subsequent inquiry. At the end of the accounting period (monthly) I will sign the NAB Cardholder Statement, verifying that all supporting documentation has been sighted and stored. I will ensure that upon termination of cardholder employment that the Corporate Card is retrieved and destroyed and appropriate notification given to the University of Sydney Corporate Card Administrator. All Financial transactions (Card and Cash claims) must be approved by the Finance Officer/Manager or staff with financial delegation role. Travel Requisitions must be approved by HOS, HOA, Director - Corporate Finance or Associate Director - Corporate Finance. 1. Finance Manager/Finance Officer Name (Print) Finance Manager/Finance Officer Signature Position Title Department/Unit 2. Authorising Officer Name (Print) Authorising Officer Signature Authorising Officer Position Authorising Officer Department/Unit 3. HOS/Admin HOA Name (Print) HOS/Admin HOA Name Signature HOS/Admin HOA Position HOS/Admin HOA Department/Unit Note: All applicants must complete a 100-point ID check and submit it with this application. Please see 100 Points Guide at the end of this document for further information. Finance and Accounting Manual Page 2, Last updated: 20/08/2012

3 National Australia Bank Limited ABN Visa Corporate Cardholder Request Customer Details Account Company/Business Name Cust Number (CIS#) Billing Account UNIVERSITY OF SYDNEY Cardholder Details Surname (NM2L) Given Name (NM2 F) Mid Initial (NM2 M) Title (Mr / Ms etc) (NM2 S) System Administrators Name (ADR1) System Administrators Address (ADR2) City State Postcode (ADR 3) CARD ADMINISTRATOR G12 LVL 2 SERVICES BUILDING THE UNIVERSITY OF SYDNEY NSW 2006 Type Appr Own BSB Dom BSB Credit Limit PIN (Y/N) Staff number Job Title Y or if Y Department Location Name of Authorising Officer Default Analysis code (Optional) Transaction Limit Cardholder Cardholder Phone Default Responsibility Centre & Project Code $5000 Cardholder Consent I, the person named above as Cardholder consent to the issue of a card of the card type selected above ( Card ) in my name for my use as Agent of the Customer named herein. I acknowledge that use of the Card issued will be governed by Conditions of Use which will accompany the Card (as the same may be amended from time to time) and by which I agree to be bound. Cardholder Signature (1 of 2) Director: Corporate Finance or Associate Director: Corporate Finance - I authorise the issue of a Card to the person named above. Director - Corporate Finance or Associate Director - Corporate Finance Name (Print) Director - Corporate Finance or Associate Director - Corporate Finance Signature Customer Authority (* Delete if not applicable) The Customer hereby requests issue of a Card (*and Personal Identification Number [PIN]) to the abovementioned Cardholder in terms of and pursuant to the Customer s National Australia Bank Limited Card Facility Offer Letter and Terms and Conditions ( Card Facility ). The Cardholder s signature is verified and Cardholder Request approved with the above credit limit. Signed for and on behalf of the Customer Authorised Signature/s Verifying Officer conducted identification under Anti-Money Laundering and Counter-Terrorism Financing Act 2006 I declare that I am an authorised Verifying Officer for the Customer referred to above in relation to the provision of Card Facilities. In accordance with the AML/CTF Act I certify that the Cardholder whose details are completed above is correct Verifying Officer s Name (Print) Verifying Officer s Signature Cardholder Signature (2 of 2) Cardholder Acknowledgment (on receipt of Card & conditions of use) I hereby acknowledge on receipt of my: Card and copy of Conditions of Use PIN Copy of Conditions of Use for Electronic Banking (if PIN issued) Cardholder s signature: : Cards Use Only Card Type 1 1IS ASN Suffix (Plastic Type) Create Plastic V 1 9 CA Y Input by - Initials: : Card Number: To view the list of University of Sydney approved Verifying Officers, go to: Verifying Officers Please ensure you retain an original signed copy of this document for retrieval upon request by NAB Business Banker use Request signed in terms of customer authority held Verifying Officers utilised C/N AUSTRAC ID help (if Verifying Officer not utilised) C/N Manager/Business Banker signature and Outlet stamp Page 3, Last updated: 20/08/2012

4 other requirements all customers As part of the Anti-Money Laundering and Counter- Terrorism Financing Act (2006) all people who use our products and services, regardless of whether they have an account with NAB, need to present valid documentation to meet the 100 point identification requirements. is identification required by children? Children under 18 years of age also need two valid documents 2. what happens if I set up a new account on the internet or via telephone banking? We will set up your account as quickly as possible, however as required by law, we cannot allow drawings (debits) on your account until we sight the valid identification documents (original or certified copies) at your local branch. 100 points guide all you need to open an account approved certifiers list Document copies must be certified by one of the following professions: 1 A licensed legal practitioner; 2 A Justice of the Peace; 3 A notary public (for the purposes of the Statutory Declaration Regulations 1993); 4 A police officer; 5 An agent of the Australian Postal Corporation who is in charge of an office supplying postal services to the public; 6 A permanent employee of the Australian Postal Corporation with 2 or more years of continuous service who is employed in an office supplying postal services to the public; 7 An Australian consular officer or an Australian diplomatic officer (within the meaning of the Consular Fees Act 1955); 8 An officer with 2 or more continuous years of service with one or more financial institutions or finance companies (for the purposes of the Statutory Declaration Regulations 1993); 9 An officer with, or authorised representative of, a holder of an Australian financial services licence, having 2 or more continuous years of service with one or more licensees; 10 A member of the Institute of Chartered Accountants in Australia, CPA Australia or the National Institute of Accountants with 2 or more years of continuous membership. 2 Please contact a NAB representative directly for more information. For more information call am 8pm EST Monday to Friday or visit us at nab.com.au Hearing impaired customers with telephone typewriters can contact us on National australia bank limited abn A0208

5 a 100 point guide to help you Opening a NAB account isn t complicated, though there are some guidelines we are required to observe. This brochure sets out identification requirements in simple English, however if you are still not sure, please do not hesitate to talk to any of our branch staff or call , 8am to 8pm EST Monday to Friday. government legislation The Anti-Money Laundering and Counter-Terrorism Financing Act 2006 was introduced by the Australian Government to assist in the detection of money laundering activities and terrorism funding. As part of this Act, the Government has revised customer identification requirements on all financial institutions. when the law applies When opening an account or becoming a signatory to an existing account, new customers are required to provide 100 points (minimum) of identification. Once provided, customers will not need to repeat this procedure when opening or becoming a signatory to further NAB accounts. who is affected by this law? The law covers anyone including individuals and other customers such as clubs, associations, partnerships and companies opening or becoming a signatory to an account in all banking institutions. identification may already be at hand If you are an existing NAB customer (or a signatory to a NAB account) you will automatically qualify for 100 points upon confirmation that relevant information is held. are there any special provisions? Special Provisions apply to Aborigines/Torres Strait islanders, recent arrivals in Australia and other individuals Points 1 x Special Provisions document OR 100 Points 1 x Written References document 1 Please contact a NAB representative directly for more information. 100 point check If you are a new customer to NAB, documents from the following guide will help you complete the 100 point identification process at your nearest NAB branch. Only original documents and certified copies are acceptable. (For the Approved Certifiers List see overleaf) document combinations You may choose any two valid documents from the following combination options: 2 x Primary photographic documents 1 x Primary photographic document AND 1 x Primary non-photographic document 1 x Primary photographic document AND 1 x Secondary document 1 x Primary non-photographic document AND 1 x Secondary document Or use this chart document combinations chart legend Primary Identification documents with Photographs Primary Identification documents without Photographs Secondary Identification documents valid documents description PRIMARY PHOTOGRAPHIC DOCUMENTS (must have photo) Driver s Licence Australian Government Issue Passport Or Other International Travel Document Proof Of Age Card PRIMARY NON-PHOTOGRAPHIC DOCUMENTS Birth Certificate Citizenship Certificate Social Security/Pension Card Under 18 Years Birth Certificate Under 18 Years Citizenship Certificate SECONDARY DOCUMENTS Australian Taxation Office Notice Identity Card Tertiary Institution Identity Card/Permit Other Australian Government Issue Identity Card Issued By Foreign Government Licence Other (International/Foreign) Licence Paper Australian Government Issue Medicare Card Rates Notice Recipient Abstudy/Austudy Under 18 Years Educational Institution Utility Bill examples 70 points Here are some examples of acceptable document combinations 30 points Australian Driver s Licence Australian Passport Australian Driver s Licence Birth Certificate Australian Passport Utility Bill Birth Certificate Rates Notice