Purchasing Card - Flinders University Staff

Please note that Fraedom is no longer being used by Flinders University and has now transitioned to FlexiPurchase. Corporate Credit Cards are now known as Purchasing Cards.

The Purchasing Card is intended for the purchase of goods and services on behalf of the University and for payment of travel expenses while travelling on University business, up to the approved transaction limit for a card holder.

Applying for a Purchasing Card

Card limits

Appropriate uses of your card

Reconciling in FlexiPurchase

Disputing a transaction

Suspension of Purchasing Card

Cancelling a Purchasing Card

Support

Applying for a Purchasing Card

You will need your supervisor's approval to apply for a Purchasing Card.
To apply for a University Purchasing Card, please apply via a ServiceOne request.

Once completed and approved, the card will be ordered from NAB and will usually arrive within 5-10 business days. It will be forwarded via the internal mail or registered post (if not on campus). The PIN will be received a couple of days later and will be sent out separately.

Card limits

Card Limits

Card limits are set by the card holder’s supervisor when the application is processed.

The standard limits are:

Credit Limit $5,000
Transaction Limit $2,000

If an increase to either of the above limits is required after the card has been received, click the link under “Forms and Quick links” to lodge the request in Service One under “Increase Credit/Transaction Limit”.

This request will workflow to your supervisor and Finance Business Partner for approvals.

Forms and quicklinks

Certificate of identity form

Non-employee form

Purchasing Card Procedures

Increase Purchasing Card limit

Cancel or replace a Purchasing Card

Purchasing Card cash withdrawal

Request for gift card

How to fill out the application form

Appropriate uses of your card

As per the Purchasing Card Procedures, all Purchasing Card expenditure must be for University purposes only, and in accordance with the conditions of any applicable funding agreements. A Purchasing Card may only be used by the card holder.

Post office transactions

Card holders should not process transactions at the post office that will result in a cash advance appearing on the card statement (e.g. visa applications, cash advances/transfers, Western Union transfers).

Flowers/gifts

Gifts for staff members need to be approved in writing by an Authorised Person, listed below:

Director of College / Portfolio Services Portfolio
Directors (incl. University Librarian) / Executive Directors
Pro Vice-Chancellors
University Secretary

Personal purchases

Purchasing Cards should never be used for personal purchases.

If a personal purchase goes through accidentally, the Purchasing Card holder must pay this expense back immediately through the Online Payment Portal.

The transaction will need to be coded in FlexiPurchase, using the expense code ‘3254 – Personal Purchases’. When the funds are paid back, they need to be allocated back into the same account.

Online Payment Portal

Learn about FlexiPurchase

Travel costs

A Purchasing Card is the preferred method of payment for University staff members travelling on University business. A Purchasing Card must only be used for expenditure related to University business and where applicable in accordance with grant conditions.

Please see the travel webpage and the travel procedure for more information about using a purchasing card for travel.

Travel information

Travel policy

Purchasing Card procedure

Gift cards

Purchasing Cards can only be used to purchase gift cards if they are approved in advance by an Associate Director in Finance and Procurement Services.

A request should be submitted through Service One for approval. The approval request should be attached to the transaction in FlexiPurchase along with the receipt of purchase.

Request a gift card

Cash withdrawal

Cash withdrawal is disabled on all cards by default.

If cash withdrawal access is required, it must be endorsed by the card holder’s supervisor in writing to creditcards@flinders.edu.au. The request will then be sent to an Associate Director in Finance and Procurement Services for approval.

Approval will only be given in the following circumstances:

To provide a petty cash float for areas outside the main University campus;
For staff members working internationally or in remote locations on University business for lengthy periods where purchasing cards are not widely accepted;
In circumstances deemed special by an Associate Director in Finance and Procurement Services.

Getting a receipt

A card holder must ensure that a tax receipt/invoice is obtained for each purchase.
This receipt/invoice is then to be uploaded into the FlexiPurchase system when reconciling the card. Card holders must store original copies of the receipt/invoice in a secure place.

A valid tax receipt/invoice should have:

Name of supplier
GST clearly shown
Amount
Tax receipt/invoice mentioned

If a receipt is not available (such as when a parking machine does not print one), a ‘Lost docket form’ will need to be completed instead. This form is then uploaded into FlexiPurchase in place of a receipt.

Lost receipt form

Launch FlexiPurchase app

Reconciling in FlexiPurchase

FlexiPurchase is the expense management system used by Flinders University for our purchasing cards.

Expenses are acquitted either through the desktop version of FlexiPurchase (available through Okta) or through the mobile app.

Transactions are required to be reconciled within 14 days of the statement date in FlexiPurchase. Outstanding transactions will be followed up, and your card may be suspended if they are not dealt with.

Any credit transactions that go through on your account will need to be reconciled as well. Credits should be coded to the same GL account number as the original transaction (if applicable), and any supporting documentation needs to be attached.

Access FlexiPurchase desktop version

FlexiPurchase guides and training

Disputing a transaction

If you see a transaction on your account that you don’t recognise, or if you require more information about the transaction, you can dispute it directly with the bank through FlexiPurchase.

Click on the ‘Dispute’ button in the FlexiPurchase coding screen until the dispute form comes up – this form then needs to be completed and emailed through to cardholder.disputes@nab.com.au.

NAB will look into any disputed transactions they receive and will credit the transaction back if required. The transaction in FlexiPurchase will still need to be coded and approved, and then when the credit is received this needs to be coded to the same account as the original transaction.

Suspension of a Purchasing Card

Cards may be suspended if transactions are not reconciled within 60 days. Reminders will be sent out to the card holders by the Accounts Office, giving card holders a chance to get their transactions up to date.

If a staff member is going to be taking extended leave, they must notify the Accounts Office and arrange for a delegate to be added to their account to deal with any outstanding transactions. The card may be suspended until the staff member comes back from leave.

Cancelling a Purchasing Card

Card is lost or stolen

Please contact the Accounts Office as soon as you are aware your card has been lost or stolen at creditcards@flinders.edu.au. We can then cancel and reissue the card for you.

You can also call the NAB and speak to them directly. If your card has been lost/stolen, please call the general number below. If you have noticed fraudulent transactions on your card, please call the NAB fraud team.

NAB general number: 13 10 12
NAB fraud team: 1300 622 372

Moving to a different area of the University

If a card holder transfers to a different area of the University, their new supervisor will need to decide whether the card is required in the new position. If the card is required, the supervisor will need to email their approval to creditcards@flinders.edu.au and advise who will be the card holders’ new online approver.

If the card is not required, an email will need to be sent to creditcards@flinders.edu.au requesting that the card be cancelled.

Leaving the University

If a card holder is leaving the University, all outstanding transactions need to be reconciled in FlexiPurchase. The Purchasing Card exit form then needs to be completed and then returned with the card to either their supervisor, their College/Portfolio Finance Team or to the Accounts Office directly. The supervisor or Finance Team will then need to advise the Accounts Office to cancel the card.

Purchasing Card exit form

Support

If you require any assistance with applying for a purchasing card, using your card or reconciling your card, please don't hesitate to contact the Accounts Office.

creditcards@flinders.edu.au