PCard Policy

Application

1. This policy applies to all staff of the University of Waikato and other individuals who have been issued a University of Waikato PCard.

Purpose

2. The purpose of this policy is to set out the principles and processes that apply with respect to the issue and use of University of Waikato PCards.

Related documents

3. This policy should be read in conjunction with the following documents:
   • University of Waikato PCard Terms and Conditions
   • Issuing bank's Credit Card Conditions of Use
   • Discretionary Expenditure Policy
   • Procurement Policy
   • Travel Policy
   • Financial Authority Policy
   • Financial Ethics Policy
   • Policy on the Use of Private Vehicles for University Business
   • Staff Code of Conduct
   • Fraud and Corruption Policy
   • Rental Vehicle Policy

Use of PCards

4. PCards should be used as the method of payment for:
   • Low value transactions - both continuing and one-off
   • Travel (excepting airfares)
   • Conference fees and associated expenditure
   • Online purchasing (other than through the University's approved purchasing systems)
   • Field trip expenses
   • Cash advances while undertaking international travel
   Questions about whether a PCard is the correct method of payment for a particular type of expenditure should be referred to the FSD Procurement Office.
   
5. PCards must not be used for:
   • Personal expenses under any circumstances
   • Goods or services where the University has a preferred supplier contract, without the prior written approval of the Chief Financial Officer or nominee
   • Capital items, without the prior written approval of the Chief Financial Officer
   • Airfares
   • Information and communication technologies including software, other than purchases made by authorised ITS staff
   • Facility repairs and maintenance, other than purchases made by authorised FMD staff
   • Services attracting PAYE or withholding tax
   • Purchases for staff that are subject to Fringe Benefit Tax (e.g. gift vouchers)
   • Koha, donations, scholarships or sponsorships
   • Lease agreements
   • Refuelling of personal vehicles while engaged on University business
   • Any expenses which may represent a breach of any University policy
   • Cash advances within New Zealand

Principles

6. All transactions made with a PCard are subject to:
   • this Policy
   • the PCard Terms and Conditions of Use signed by the cardholder
   • the cardholder's PCard limit
   • approval by the cardholder's designated approver.
7. When using a PCard, users must observe high standards of ethical behaviour and exercise a high degree of integrity and accountability consistent with the principles set down in the Staff Code of Conduct.
8. An approver who believes that a cardholder has misused a PCard must complete a PCard misuse form and submit it to the Chief Financial Officer for investigation.

Authority to issue and control

8. A PCard may only be issued by the Chief Financial Officer or delegated nominee.
9. The Chief Financial Officer has sole authority for approving the issuing bank.
10. The Chief Financial Officer has sole responsibility for approving the Expense Management Tool.

Issue of a PCard

11. Applications for a PCard are subject to the approval of the Chief Financial Officer on the recommendation of the staff member's Dean, Head or equivalent.
12. Subject to the approval of the Chief Financial Officer, a PCard can be issued to all staff who have purchasing responsibilities and/or are required to travel on University business.
13. Prior to a PCard being issued, the approved staff member and the relevant line manager must read and sign individual declarations regarding the PCard Terms and Conditions.
14. A PCard is issued at the training session and must be signed by the cardholder upon receipt.
15. All cardholders must sign the PCard Terms and Conditions on each occasion a PCard is renewed and otherwise at the discretion of the Chief Financial Officer.
16. The PCard Administrator and Administrators of the Expense Management Tool are not eligible for a PCard under any circumstances.

Spending limits

16. A schedule of spending limits for cardholders is set out in the PCard Terms and Conditions.
17. Where the default spending limit is insufficient for the cardholder's immediate purchasing requirements, it may be temporarily or permanently increased at the discretion of the Chief Financial Officer following a recommendation from the relevant Dean, Head or equivalent.

Transaction approval limits

18. A schedule of transaction approval limits is set out in the PCard Terms and Conditions.

PCard cash withdrawals

19. Cash withdrawals on a PCard may be approved only while the cardholder is undertaking international travel.
20. All cash withdrawals are subject to:
    • prior approval by the relevant line manager
    • reconciliation in the cash expense module in the Expense Management Tool (Spendvision).
21. Any cash withdrawal not spent must be returned in New Zealand currency at the University Cashier at the Student Centre and a receipt obtained for the amount returned.
22. A cardholder who has not reconciled and accounted for previous cash withdrawals in the Expense Management Tool (Spendvision), will be denied further cash withdrawals.
23. Where a cardholder has not finalised cash withdrawal reconciliation within two months after the cash withdrawal took place, the University will treat this withdrawal as a personal spend which must be reimbursed by the cardholder.

Authority to waive the provisions of this policy

24. Only the Vice-Chancellor has authority to waive the provisions of this policy in individual cases.

Breaches of this policy

25. The Chief Financial Officer is responsible for monitoring compliance with this policy and reporting any breaches to the Vice-Chancellor.
26. Breaches of this policy may result in any of the following actions:
    • cancellation of a PCard
    • the requirement that amounts determined to have been expended in breach of this policy be repaid
    • reduction of a PCard limit for a period of time
    • disciplinary action as set out in the Staff Code of Conduct.