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Purchase card

Purchase card image

The University provides a purchase card facility to enable efficient and secure purchase of goods and services in support of University activities. The purchase card can only be used for legitimate University purchases.

Application and Use

Before applying for a purchase card, you will need to liaise with your supervisor to determine whether there is a business need for you to have a purchase card. Please be reminded that it is your responsibility as a cardholder to ensure the ANU Purchase Card is used appropriately.

Procedure

Apply for a new card

  1. Complete Sections A & B of the Purchase Card Application form. Your supervisor must sign off as your Line Manager. Please also attach a memo for justification if you request for a credit limit greater than $10,000.
  2. Provide the completed application form (and memo if required) to CBE HR who will set up your financial delegation in the HR system as well as arrange approval from the appropriate delegate who has the authority to approve purchase card applications. The list of delegates is as follows:
    • Academics and Professional Staff in Research Schools: Research School Director
    • Academics in CBE Administration: CBE Dean
    • Professional Staff in CBE Administration: CBE General Manager
  3. Complete the ANU Purchase Card Use module in PULSE and send the Certificate of Completion to CBE Finance.
  4. CBE Finance will forward all documents to Central Finance for processing.
  5. Central Finance will notify you once the purchase card has been issued and is ready for collection. You will be required to sign a Cardholder Agreement that provides important information for using your purchase card.

Increase credit limit

  1. Complete Sections A & B of the Permanent Increase Credit Limit Form. Your supervisor must sign off as your Line Manager.
    • Please also include a memo that includes a reason(s) why a higher limit is required.
  2. Provide the signed form and a memo to CBE HR who will check your financial delegation in the HR system.
  3. CBE Finance will forward all documents to Central Finance for processing.
  4. CBE Finance will notify you once the credit limit has been increased.

Transfer of department/position

Please advise Central Finance to reduce your credit limit if your purchase limit declined due to delegation change caused by transfer to/from another position within the ANU or CBE.

Use of card

Please ensure you are fully aware of your responsibilities as an ANU Purchase Card holder by referring to the ANU Purchase Card Holder Agreement  and ANU Purchase Card Use module in PULSE. Non-compliance with the agreement will result in the card being suspended or cancelled. Additional information can be found in the ANU Purchase Card Policy.

  • Receipts might need to be obtained for all transactions (including those under $82.5) incurred to Special Purpose Funds and College Internal Funding given the nature of the fund.
  • If you find an unauthorised transaction charged to your purchase card you must dispute this as soon as possible. Please refer to the Disputed Transactions Process on how to dispute a transaction.
    • Once a transaction is outstanding for more than 45 days, Concur will notify you and your supervisor (approver) before they reduce your card limit to $1. To prevent your card limit from being reduced, please contact Central Finance to confirm that a formal dispute has been lodged with NAB.
  • If you accidentally use your ANU Purchase Card for personal expenditure, please refer to the Accidental Personal Use of ANU Purchase Card Process on how to reconcile this in Concur and reimburse the ANU.

FAQs

 

Concur (Purchase Card Expenses Management System)

Concur Expenses Management is a cloud based system used by the ANU for purposes of managing transactions including ANU Purchase Cards. Through the use of both mobile and desktop technology the system allows for receipt management, processing of expense transactions and workflow approval. 

Please find the Concur guides for cardholders and approvers:

Ledger Description Guide

Concur Guide for Desktop user

Concur Guide for Mobile App users

Concur Guide for Approvers 

For additional information on Concur, please refer to the Concur Expense Management webpage on Central Finance’s website.

 

Updated:   4 July 2017 / Responsible Officer:  Dean, Business & Economics / Page Contact:  College Web Team