Corporate Card Use Policy

Corporate Card
A College-issued payment card provided to authorised staff for approved business-related expenses (which includes Credit Card or Debit Card or equivalent)

Cardholder
An employee who has been issued with a Corporate Card and is personally responsible for its use.

Business-related expense
An expense incurred wholly, necessarily, and directly in the course of carrying out authorised College duties.

Acquittal
The process of reconciling Corporate Card transactions with supporting documentation, appropriate coding, and approval.

The Colleges
Melbourne School of Theology and Eastern College Australia

Melbourne School of Theology (MST) and Eastern College Australia (ECA) are Christian higher education institutions committed to faithful stewardship of the financial resources entrusted to them by God, students, donors, churches, and the wider community.

The Colleges recognise that corporate cards are a practical tool to support ministry, teaching, research, and operational effectiveness. At the same time, their use carries a responsibility to act with integrity, transparency, and accountability, consistent with biblical principles, charitable obligations, and good governance practices expected of registered higher education providers.
This policy supports:

• responsible financial stewardship;
• compliance with internal financial controls and external regulatory expectations (including TEQSA); and
• public trust in the Colleges’ witness and operations.

The purpose of this policy is to ensure that Corporate Cards are:

• issued appropriately;
• used solely for legitimate College business; and
• properly approved, documented, acquitted, and reviewed.

This policy applies to both Melbourne School of Theology and Eastern College Australia (the Colleges).

This policy applies to:

• all employees who have been authorised to hold and use a Corporate Card;
• managers responsible for approving Corporate Card applications; and
• staff responsible for reviewing and approving Corporate Card transactions and acquittals.

5.1 Conditions of Use

The Corporate Card:

• must be used only for official business of the Colleges;
• must not be used for personal purchases under any circumstances; and
• must not be used to obtain cash advances.

Use of the Corporate Card is a privilege, not an entitlement, and may be withdrawn at any time. The issuance of all new Corporate Cards requires prior approval from either the Chief Operations Officer or the Chief Finance Officer.

5.2 Cardholder Responsibilities
Cardholders are responsible for:

• ensuring the Corporate Card is used only for approved, business-related expenses;
• accepting personal responsibility for all charges made using their Corporate Card;
• ensuring card details (including card number, security number, and PIN) are kept secure and not disclosed to any other person; and
• using the Corporate Card only for approved and budgeted expenses, unless otherwise approved by the Chief Operations Officer.

5.3 Lost or Stolen Cards
If a Corporate Card is lost or stolen, the Cardholder must:

• notify the issuing bank immediately;
• notify the Chief Operations Officer and Chief Finance Officer immediately;
• notify the police if the card is believed or known to be stolen; and
• keep a written record of all actions and communications, including dates, times, names, and outcomes.

The Chief Operations Officer and/or Chief Finance Officer will take any necessary action to mitigate risk and manage card access.

5.4 Return of Corporate Cards
Corporate Cards must be returned immediately when:

• employment with the Colleges ceases;
• the Cardholder’s role no longer requires a Corporate Card; or
• the Cardholder is requested to do so by the Chief Operations Officer or Chief Finance Officer.

5.5 Receipts and Acquittal Requirements
Upon receipt of the monthly Corporate Card statement, the Cardholder must:

• review all transactions for accuracy;
• allocate each transaction to the correct entity, cost centre, project code, campus, and expense type;
• clearly describe the business purpose of each transaction;
• attach valid tax invoices or receipts for all transactions;
• complete a missing receipt affidavit/statutory declaration where a receipt cannot reasonably be obtained; and
• complete the credit provider’s disputed transaction process for any unidentified transactions and notify the Chief Finance Officer.

All acquittal documentation must be submitted to the Chief Finance Officer within the required timeframe.

5.6 Cancellation of Corporate Cards
A Corporate Card may be cancelled when:

• the Cardholder ceases employment;
• the Cardholder’s duties change and the card is no longer required;
• the Cardholder is on extended leave of three months or more;
• the Cardholder fails to comply with this or other relevant College policies;
• requested by the Chief Operations Officer; or
• the card has not been used for twelve months or more.

5.7 Misuse and Disciplinary Action
Misuse of a Corporate Card is a serious matter and may constitute misconduct or fraud.

Where misuse is intentional or demonstrates disregard for this policy:

• the Corporate Card may be suspended or cancelled; and
• disciplinary action may be taken, including recovery of funds, formal warnings, suspension, termination of employment, and/or referral to law enforcement.

The Colleges maintain a zero-tolerance approach to fraud. Any actual or suspected misuse must be reported and investigated promptly.

6. Delegations and Oversight

• All Corporate Card transactions and supporting documentation must be reviewed monthly by the Chief Operations Officer.
• Approval of all new Corporate Cardholders requires authorisation by both the Chief Operations Officer and the Chief Finance Officer.

7. Training and Implementation
All Cardholders must:

• receive a copy of this policy (and any subsequent revisions); and
• formally acknowledge that they have read, understood, and agree to comply with the policy.

Questions regarding Corporate Card use should be directed to the Chief Finance Officer.

8. Approved Expense Categories
Corporate Cards may be used only for legitimate College business expenses, which are within the approved budget, including but not limited to:

• travel and accommodation for approved College purposes;
• meals and hospitality directly related to College business;
• conference, training, and professional development costs;
• approved monthly subscriptions for business use;
• capital expenditure for the purposes of business use such as furniture or IT equipment;
• operational supplies and services where invoicing or purchase orders are impractical; and
• other expenses explicitly approved by the Chief Operations Officer or Chief Finance Officer.

All expenses must be reasonable, necessary, and defensible in light of the Colleges’ Christian witness and stewardship responsibilities.

Any unbudgeted expense payments must be preapproved by the Chief Operations Officer.

8.1 Prohibited Expense Categories
Corporate Cards must not be used for the following, unless expressly approved in writing by the Chief Operations Officer or Chief Finance Officer:

• personal expenses of any kind;
• cash withdrawals or cash-like transactions unless preapproved by Chief Finance Officer;
• alcohol not associated with approved hospitality and consistent with College expectations;
• gifts, donations, or sponsorships not approved under relevant College policies;
• fines, penalties, or infringement notices;
• entertainment that is inconsistent with the values, mission, or public reputation of the Colleges; or
• any expense that would reasonably bring the Colleges into disrepute.

8.4 Monitoring and Review
Corporate Card limits and usage categories:

• are subject to ongoing monitoring by the Chief Finance Officer and/or Chief Operations Officer;
• may be reviewed as part of internal or external audits; and
• may be amended to reflect changes in operational need, risk profile, or regulatory expectations.

Patterns of use inconsistent with this policy may result in limit reductions, additional oversight, or cancellation of the Corporate Card.