In order to consider your application we kindly ask that you undertake the following tasks:

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1 The University of Queensland Brisbane Qld 4072 Australia Telephone (07) Facsimile (07) Internet: Dear UQ Corporate Credit Applicant, Thank you for your interest in applying for a UQ Corporate Credit Card. Please be advised that in order to acquire a UQ Corporate Credit Card you will need to complete the following forms, have your identification verified and acquire the appropriate approvals before your application is considered by FBS. In order to consider your application we kindly ask that you undertake the following tasks: PPL Corporate Credit Cards - Read this document to be fully aware of your obligations as a Corporate Credit Cardholder. Open the attached CBA Corporate Credit Card Application Package which includes the Cardholder Acknowledgement and Declaration and CBA New Cardholder Request. It is advised that you type in all details requested below and then print the documents to facilitate all signatures required: o For the Cardholder Acknowledgement and Declaration complete ONLY the following: Fill out you Cardholder, Position and School Fill out your Employee Number per page 2, point 7. Tick an option regarding Card Pickup/Delivery and nominate an address if required Ensure that each page is signed by you as the Cardholder and the Head of School or Equivalent where required. o For the CBA New Cardholder Request complete ONLY the following: Section 2 New cardholder s details - Fill out your Title, Full given name/s, Family name, Work telephone number, Middle name Mobile telephone number, Date of Birth, Gender and Driver s licence number Section 3 Postal Address for correspondence - Fill out your Residential Address (PO box is not acceptable as per the Anti-Money Laundering Legislation) Section 5 Cardholder consent - Fill out your Full Given name/s and Date, sign Full Signature of cardholder Section 7 Cardholder identification details - VERIFY YOUR IDENTITY there are three options 1. Provide existing CBA Customer Details: If you already bank with the CBA for your personal banking, enter one of your CBA account numbers in area A OR 2. Get Verified at a CBA Branch: Take your application and identification to your closest CBA branch and a CBA staff member sight your identification (a drivers licence or passport is sufficient) and stamp/sign off in the Bank use only of your application. You need to ensure that you return your completed application back to FBS and not hand it in at the branch. OR 3. Get Verified by UQ Card Verifying Officer: (refer to the following list) the UQ Card Verifying Officer will need to sight your identification (a drivers licence or passport is suff icient) and sign off in area B. Return your completed Cardholder Acknowledgement and Declaration and CBA New Cardholder Request Form to FBS Scan and to: cardservices@uq.edu.au Failure to complete both documents in full will result in delays. Please direct form queries to cardservices@uq.edu.au. When will you receive your new CBA Corporate Credit Card? Once your application has been approved by FBS please allow for up to 3 weeks for your card to be available. FBS will notify you when your card and pin will be available for collection from Level 3, JD Story Building (61) St Lucia Campus between 1:30pm 3:00pm on weekdays, or, where pickup is not practicable cards will be sent via secure post per the address nominated on your submitted Cardholder Acknowledgement and Declaration. FBS Card Administration cardservices@uq.edu.au

2 THE UNIVERSITY OF QUEENSLAND CORPORATE CREDIT CARD Cardholder Acknowledgement and Declaration for issue of Commonwealth Bank (CBA) Corporate Credit Card The University of Queensland Brisbane Qld 4072 Australia Telephone (07) Facsimile (07) Internet: SECTION A APPLICANT S DETAILS (please complete all fields) UQ Sign-on Username (Kerberos ID): Cardholder First Name: Cardholder Surname: UQ Phone Number: UQ Address: Position: School: SECTION B UniFi Information (please complete all fields) Business Unit Number Opal Unit Number Site Fund Function Project Number (if required) I acknowledge and accept that a UQ MasterCard Corporate Card is to be issued in my name and that of The University of Queensland, to be used by me and subject to the following conditions: 1. The card is to be used only for official University purchases of goods and services; 2. Transactions on the card are not to exceed the Transaction Limit without prior approval by the Chief Financial Officer; 3. Any transactions over my transaction limit will not be split. I acknowledge that splitting a transaction is fraudulent and I may be liable to disciplinary action, criminal prosecution and/or civil prosecution; 4. Transactions on the card are not to exceed the limit as set by the University per billing period (month). Without prior approval by Chief Financial Officer; 5. The card is not to be used for Personal purchases for myself (cardholder) or any other persons or institution. I acknowledge that under State law I may be liable to a fine, a term of imprisonment, or both, if a Corporate Credit Card is used with the intention of obtaining goods or services other than for the University; I will not use the card for mixed of Business and Private/Personal purchases; Purchasing restricted items; Cash withdrawals from the Bank; Purchasing Foreign Currency (including Traveler Cheques); Purchasing items of equipment for which an asset addition form would be required or are identified as being portable and attractive; Signature of Cardholder Signature Head of School or Equivalent Page 1 of 3

3 THE UNIVERSITY OF QUEENSLAND CORPORATE CREDIT CARD The University of Queensland Brisbane Qld 4072 Australia Telephone (07) Facsimile (07) Internet: Purchasing Memberships for recreational, sporting, or social clubs (except for corporate Qantas Club and Virgin Lounge memberships); Internet transactions which are not on secure sites; Travel expenses which are covered by another payment means; 6. I as the cardholder am responsible for custody of the card and PIN, and undertake to safeguard it against unauthorized use; 7. I will not disclose my card PIN to any other person; 8. All unauthorized use of the card must be reported to FBS and the transactions need to be disputed per PPL Corporate Credit Card - Section 7.12 Disputed Transactions. 9. I as the cardholder am responsible for all transactions on my Corporate Credit Card. I am also responsible for ensuring transactions are reconciled & approved by the 30th of the following month as per PPL Corporate Credit Cards; Furthermore; 1. I have read PPL Corporate Credit Cards and I will adhere to it; 2. I am sufficiently expert in the use of the UniFi system to be able to acquit the card correctly or a suitably trained person has been allocated to the task of acquitting on my behalf; 3. I confirm that the card must not be used after a notice of termination of employment with the University is given to the cardholder, or is received by the cardholder, or if the cardholder is transferred to duties not requiring use of the card, or if the cardholder is otherwise directed by a senior officer to surrender the card. All transactions must be acquitted to my departure from UQ or transfer to another area of UQ; I as the cardholder will keep a travel diary for all travel exceeding five nights duration. 4. I acknowledge that regular random audits are undertaken on the cards and their use. In these instances I will comply with any requirement to produce all transaction documentation and account for the relevance of the expenditure to the University s business; 5. I acknowledge that any misuse of the card or breach of conditions can result in immediate withdrawal of the card facility and may render me as the cardholder liable to disciplinary action, criminal prosecution and/or civil prosecution. 6. In the event that I lose my card or it is stolen or damaged I will report this as soon as possible by calling Commonwealth Bank on and also notify Finance and Business Services via cardservices@uq.edu.au. 7. I declare that I am a continuing or fixed term employee of UQ. Employee Number: If my employee status at UQ changes from continuing/fixed term to casual or unpaid I will return the card immediately to Finance and Business Services. Signature of Cardholder FBS INTERNAL USE ONLY Employment Type Attendance Type Checked By & Date Signature Head of School or Equivalent Page 2 of 3

4 THE UNIVERSITY OF QUEENSLAND CORPORATE CREDIT CARD The University of Queensland Brisbane Qld 4072 Australia Telephone (07) Facsimile (07) Internet: Card Pick-up/Delivery - Please select one of the following: I can collect my credit card from Finance & Business Services, JD Story Building, Level 3 St Lucia Campus, between 1:30pm to 3:00pm Monday to Friday, when I receive an notifying me the card is ready for collection. I am unable to collect my credit card due to not being located at the St Lucia Campus. Please send my credit card to the following address: Card Issuance & UniFi Permissions Approval from Head of School or Equivalent I consent to the nominated cardholder to be issued a UQ Corporate Credit Card. I acknowledge that the issued card will have UQ Credit Card Standard Limit of $5000 per transaction and $20,000 per month. Details of person nominated as Corporate Credit Cardholder UQ SIGN-ON/KERBEROS ID OF CARDHOLDER: NAME OF CARDHOLDER: SIGNATURE OF CARDHOLDER: POSITION OF CARDHOLDER: I confirm that the cardholder is a continuing or fixed term employee of the University and I will ensure that the card is collected from the cardholder and returned to FBS in the event that: the cardholder no longer works as a continuing or fixed term employee of the University; or the cardholder works in another area of the University. I consent to the following additional permissions in UniFi for the nominated cardholder: Additional Corporate Credit Card Reconciler s permitted in UniFi There can be more than one reconciler on a corporate credit card. Corporate credit cards cannot be released from Finance & Business Services to the cardholder until the reconciler has completed UniFi Credit Card Reconciliation Training. UQ SIGN-ON/KERBEROS ID: NAME: UQ SIGNON/KERBEROS ID: NAME: UQ SIGN-ON/KERBEROS ID: NAME: UQ SIGNON/KERBEROS ID: NAME: Additional Corporate Credit Card Approver s permitted in UniFi There can be more than one approver on a corporate credit card. Approver s must acknowledge that they have all the relevant documentation made available for their examination before approving transactions in UniFi. UQ SIGN-ON/KERBEROS ID: NAME: SIGNATURE: FINANCIAL DELEGATION: UQ SIGN-ON/KERBEROS ID: NAME: SIGNATURE: FINANCIAL DELEGATION: APPLICATION APPROVED BY: Print Name Signature of Head of School or Equivalent Date FBS INTERNAL USE ONLY - APPLICATION APPROVED BY Print Name Chief Financial Officer or their delegate Date Page 3 of 3

5 New Cardholder Request Corporate Charge Card, Corporate Credit Card and Business Credit Card 1 Company details Accountholder company name University of Queensland Accountholder facility number New credit card number (Bank use only) Company number New cardholder's details Title Full given name/s Middle name Family name Other names known by (if any) Name to appear on card (max 21 characters) Work telephone Mobile telephone Date of birth (dd/mm/yyyy) Gender Driver's licence M F 3 Postal address for correspondence Suburb State Postcode Residential address (PO Box not acceptable) Suburb State Postcode 4 Card control options Cardholder's limits (whole dollars) Monthly card limit Individual transaction limit Cash access Hierarchy Reporting level $ $ 5000 Y N X Note any other agreed controls and instructions The University requires that paper-based cardholder statements be suppressed on this account in order to align with the principles and practices of sustainability per the State Procurement Policy (CC629) Page 1 of 4

6 5 Cardholder consent I 'the cardholder' consent to the issue of a Commonwealth Bank Business and/or Corporate Credit Card 'the Card' in my name for my use as an agent of the Accountholder named above. I agree to only use the Card for the purpose of paying expenses incurred in the course of the Accountholder's business. Privacy Acknowledgement and Consent I agree to the Bank's use and disclosure of my personal information, as specified in the Privacy Acknowledgement and Consent section of this form. I/We declare that the details as shown on this form are complete and correct. Full given name/s Full Signature of cardholder Date 6 Accountholder consent I, the Accountholder, authorise the Bank to issue a Commonwealth Bank Business Credit Card, Corporate Charge Card or Corporate Credit Card to the abovementioned cardholder who will operate as my agent. I acknowledge that the Card is to be issued on the basis that the cardholder will only use the Card for the purpose of paying expenses incurred in the course of my business. I understand that I have no claim against the Bank for any use of the Card that is contrary to the purpose for which it is issued. Full given name/s Full given name/s Authorised signatory/ies of Accountholder Date 7 Cardholder identification details (complete one of A, B or C only) A Commonwealth Bank accountholders can simply list their Commonwealth Bank account number in the table below: Account type (e.g. Streamline, MasterCard) BSB Account number B Alternatively a company's authorised verifying officer can sign the following statement: The cardholder's name, signature and date of birth or residential address shown in this application has been verified via suitable identification satisfying the Anti-Money Laundering and Counter-Terrorism Financing Act Name of verifying officer Signature Date C If the above options are not available, please take this form to your nearest Commonwealth Bank branch, where we will be able to verify your identification (CC629) Page 2 of 4

7 Bank use only Document type Document no. Name on doc Place of issue Issue date Expiry date For existing bank client Commonwealth Bank account confirmed valid and not stopped Verification of identity has been completed. The following details have been verified: The name of the individual; and The date of birth of the individual; or The address of the individual * Ensure that the cardholder and authorised signatory/ies of accountholder have signed form. * Ensure that identification details in section 7 are completed and that the cardholder has been identified in * accordance with the Anit-Money Laundering and Counter-Terrorism Financing Act Create a CommSee work item 'New Account' request to 'Corporate Cards' with accountholder facility number, new cardholder's name and any special instructions. * Fax this application form direct to the Corporate Card Team on Bank officer Signature Staff number Contact telephone number CommSee reference number (CC629) Page 3 of 4

8 Privacy Acknowledgement and Consent In this Section We, us and our refer to: You and your refer to: The Commonwealth Bank Group member named in the application form accompanying this Acknowledgement and Consent. The individual whose information we collect and hold for out purpose. Customer information and privacy Collection and verification of customer information Customer information is information about a customer. It includes personal information. The law requires us to identify out customers. We do this by collecting and verifying information about you. We may also collect and verify information about persons who act on your behalf. The collection and verification of information helps to protect against identity theft, money-laundering and other illegal activities. We use your customer information to manage our relationship with you, provide you with the products and services you request and also tell you about the products and services offered by the Commonwealth Bank Group ( Group ), affiliated providers and external providers for whom we act as agent. If you have given us your electronic contact details, we may provide marketing information to you electronically. The collection and verification of customer information may be carried out in different ways and we will advise you of the most acceptable methods of doing this. We may disclose your customer information in carrying out verification e.g. we may refer to public records to verify information and documentation, or we may verify with an employer that the information you have given us is accurate. Depending on whether you are an individual or an organization, the information we collect will vary. For instance, if you are an individual, the type of information we may collect and verify includes your full name, date of birth and residential address. If you are commonly known by 2 or more different names, you must give us full details of your other name or names. For instance, if you are a company, we may collect and verify information, including company incorporation and registration details, as well as details of the company s officers and its major shareholders. If you are acting as a trustee, we may ask you for, amongst other things, information on the beneficiaries of the trust and evidence of the existence of the trust. If you are a partnership, we may require information including evidence of the fact that the partnership exists, as well as the full name of the partnership, the names of the partners and any business named owned by the partnership. For other organisaitons, the kind of information we collect and verify will depend on the type of organization you are. In addition, during your relationship with us, we may also ask for and collect further information about you and about your dealings with us. You must provide us with accurate and complete information. If you do not, you may be in breach of the law and also we may not be able to provide you with products and services that best suit your needs. Protecting customer information We comply with the National Privacy Principles as incorporated into the Privacy Act 1988 (Cth). We disclose customer information to other members of the Group (including overseas members), so that the Group may have an integrated view of its customers and to facilitate the integrated treatment of its customers. It also enables other members of the group to provide you with information on their products and services. Other disclosures At common law, banks are permitted to disclose customer information in the following circumstances:- 1.1 where disclosure is compelled by law; or 1.2 where there is a duty to the public to disclose; or 1.3 where out interests require disclosure; or 1.4 where disclosure is made with your express or implied consent. So that we can manage our relationships, customer information may be disclosed to: Brokers and agents who refer your business to us; Any person acting on your behalf, including your financial adviser, solicitor, settlement agent, accountant, executor, administrator, trustee, guardian or attorney; Financial institutions who request information from us if you seek credit from them; If you have borrowed from the Bank to purchase property valuers and insurers (so that the Bank can obtain a valuation of your property, and confirm that it is insured); If you have insurance: medical practitioners (to verify or clarify, if necessary, any health information you may provide), claims investigators and reinsurers (so that any claim you make can be assessed and managed), insurance reference agencies (where the Bank is considering whether to accept a proposal of insurance from you and, if so, on what terms); and Organisations to whom we may outsource certain functions. In all circumstances where our contractors, agents and outsourced service providers become aware of customer information, confidentiality arrangements apply. Customer information may only be used by our agents, contractors and outsourced service providers for our purposes. We may be required to disclose customer information by law, e.g. under Court Orders or Statutory Notices pursuant to taxation or social security laws or under laws relating to sanctions, anti-money laundering or counter terrorism financing. We may send customer information overseas if: That is necessary to complete a transaction; or We outsource certain functions overseas. We may also be permitted, as distinct form required, to disclose information in other circumstances. For more information, please refer to our Privacy Policy. Access to your personal information The law allows you (subject to permitted exceptions) to access your personal information. You can do this by contacting: Customer Relations Commonwealth Bank Reply Paid 41 Sydney NSW 2001 We may charge you for providing access. Further information For further information on our privacy and information handling practices, please refer to the Group s Privacy Policy, which is available at commbank.com.au or upon request from any branch of the Bank (CC629) Page 4 of 4