Frequently Asked Questions - Corporate Credit Cards
- How should the Corporate Credit Card be used?
Once you have received the ANZ Visa Corporate Credit Card, you are encouraged to use it to the maximum
extent possible to pay for business expenditure, within the rules laid down in the purchasing policy and
Corporate Credit Card usages section.
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- Can I use my personal cards instead of the Corporate Credit Card for business travel expenses?
No.
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- When will I be billed?
The individual ANZ statements will be sent monthly, reflecting charges and credits received by ANZ Visa to
the 29th of each month. You can expect to receive your statement on or around the 6th of each month from
Financial and Business Services Division. Your Clearing account will be debited at that time.
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- When do I have to return my completed Journal to Financial and Business Service Division?
You must return the completed, authorized journal and receipts, as well as email the Excel Spreadsheet to
credit-cards@deakin.edu.au, by the 20th of the month to the Credit Card Officer, Financial and Business
Services Division, Warrnambool. Remember to keep a copy for yourself.
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- What if I am away on an extended business or further trip when the Account arrives?
You should make arrangements with your Faculty Executive Officer / Divisional Administration Manager to
submit your Credit card Statement and journal while you are away.
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- What if there is a mistake on my Account?
In such circumstances you should contact the relevant supplier / merchant and discuss your concerns. Where
the supplier / merchant agrees with your complaint, ensure that they agree to undertake corrective action.
If you are unable to resolve the matter with the supplier merchant, print out the ANZ Dispute form,
complete and return to the Deakin Credit Card officer for Authorisation and forwarding to ANZ Bank.
Please ensure disputed amount/s are listed and coded on the journal for reconciliation, as payment has
already been made. Record General Ledger (GL) code debited to for later crediting when it appears on the
ANZ credit card statement. ANZ Visa will investigate the dispute on your behalf and place a temporary
credit on the account. When the credit (ANZ Adjustment) appears on statement, code the Credit amount to
the General Ledger (GL) account code that the amount was previously debited to. It is your responsibility
to check that the adjustment does appear on a following ANZ statement, and that dispute is resolved. The
investigation may take 3 months to resolve, if any longer it is the Corporate Credit Cardholder's
responsibility to contact ANZ Visa Business Card Service Centre - FREECALL 1800 032 481 during business
hours 8.00 am to 5.00 pm Monday to Friday to follow up.
Upon the dispute being resolved the following action is required:
In Cardholder Favor no further action is required.
Transaction Proven the ANZ statement will show a Adjustment Entry.
List the transaction as normal on the journal with the supporting documentation supplied by ANZ.
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- Do I have to pay ANZ Visa if charges to the statement are disputed?
YES, the account is already paid on your behalf by Financial and Business Services Division on the 20th of
the month. See answer above.
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- For what period is the ANZ Corporate Credit Card valid?
Two years. Renewal Cards will be mailed by ANZ Visa to the University Cashier's Office two weeks from the
expiration of the existing ANZ Corporate Credit Card. You will be notified when the card arrives for you
to attend to the Cashier's Office to sign for it.
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- How is the quarterly card fee paid?
Each year your account will be debited $25 by Financial and Business Services Division who will pay your
ANZ card Fee as they fall due during the year on your behalf.
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- What about conversion of foreign currency expense?
Charges incurred overseas are automatically converted to Australian dollars by ANZ. From 1 April 2005 the
Currency Conversion Fee charged by ANZ will be 2.5% of the value of the foreign currency transaction.
Transactions will either be converted to AUD or will be first converted to USD then into AUD. The
conversion rate used is a wholesale market rate selected by Visa International from a range of wholesale
rates one day before the transaction is processed by Visa.
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- What about refunds of foreign currency expense?
Charges refunded overseas are automatically converted to Australian dollars by ANZ. But the rate to sell
AUD is usually less than the rate to buy AUD. This means the refund, even if done in a split second after
purchase, is usually lower than the original transaction amount.
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- What if I lose the ANZ Corporate Credit Card?
Advise Mandy Beattie, the Corporate Credit Cards Officer on ext.72684 and ANZ. The Card will be
cancelled and the Corporate Credit Card officer will organise a new one to be issued.
ANZ contact numbers:
AUSTRALIA Advise ANZ direct by telephoning 24 hour Hotline on FREECALL 1800 033 285
OVERSEAS Contact the nearest Visa Card Issuer
(Or alternatively call) ANZ Bank direct on REVERSE CHARGES 61 3 9643 7047
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- The rental car charges on my ANZ Statement are different to the amount on my Rental Car Record of Charge.
This often occurs when renting cars. After you leave the car, it is filled with petrol and checked for
damage. However, employees are encouraged to refuel rental cars before returning them to the vendor.
Also, if you were late returning the rental car, an extra day's charge may apply. The car rental company
will then adjust the amount on your Rental Car Record of Charge before they submit it to ANZ Visa. You
should always ensure that you obtain final charge-out details from the car rental firm.
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- The Taxi charge is higher than the fare.
CabCharge usually charges a flat 10% service charge and an additional 10% for billing to Credit Cards.
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- Do I need to attach receipts as well as the ANZ Visa Records of Charge?
Yes. This is required for audit and taxation purposes. Also the invoice/receipts normally list all items
charged to your Account.
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- I have questions or problems attempting to use my ANZ Corporate Credit Card?
Card Holders may contact ANZ Visa Business Card Service Centre - FREECALL 1800 636 359 - The information
required by ANZ will be your password (default: mothers maiden name)
or contact Carmel Johnson on ext.72973 or email credit-cards@deakin.edu.au
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- Do I have to include an Entertainment Expense Declaration Form if I Entertain On-Campus?
On-Campus Restaurants and Cafe meals as long as Alcohol is not purchased (a drink with meal is ok) is
usually classified as catering refer to FBT Policy for further information.
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- Does FBT apply if re-stocking Dean/HOS Hospitality Fridge?
No. Refer to FBT Policy for further information.
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- I've Lost or Never Received a Receipt.
A tax invoice or receipt is required for all Australian debits. It must show the ABN number and that GST is
included, not necessarily the GST amount. Please contact the supplier to see if they can supply a tax
receipt, Fax copies are acceptable. If you still cannot obtain an tax invoice:-
Whatever the amount, where there is no receipt; a statutory declaration is required to prove that expenses
were incurred due to University business the faculty/division must pay the GST if transaction amount is
over $75.
The EFTPOS slip is not sufficient documentation for GST purposes. EFTPOS receipt for petrol usually has
ABN on it, so it can be used for GST purposes.
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For more information email:
credit-cards@deakin.edu.au
