Cabcharge e’tickets are available for staff who do not hold an ACU Purchasing card for the payment of taxi travel. Staff that have a Purchasing card should be using the Purchase card for payment of taxi travel.
Tickets can be collected from the Finance Offices on the North Sydney, Melbourne and Brisbane campuses or from the Properties Reception (Concierge) areas TWH North Sydney, Strathfield, Canberra, Ballarat, Brisbane and Melbourne. In Adelaide tickets can be collected from GN.01.
Staff will be required to provide their Entity, Project and SoF codes that the ticket/s will be charged to along with Photo ID (staff card, driver’s license or similar).
Tickets will be issued on a use by only basis and should not to be saved to be used at a later date. Any unused tickets must be returned to their collection point. Tickets have an expiry date of 6 months.
Staff (and students) are advised to use alternate modes of transport such as trains, buses, park & ride etc where practical and to seek reimbursements for out of pocket expenses.
The University has added the Cabcharge FastCard as option for the payment of University business related taxi travel. The benefits of the card include the reduction of paperwork, convenience and more detailed reporting of trips. The card is ideally for staff that are required to undertake regular taxi travel but DO NOT have a University Visa purchase card. Staff should be mindful that alternate transport methods such as train and bus should be considered ahead of taxi travel where practicable.
FastCards are available on request for frequent travelers subject to endorsement from their authorising Executive Dean, Institute Director, Directorate or SEG member and approval from the Director of Finance. Cards are issued to an individual and coded to only one project code and are not transferable for use to other staff members.
The Director of Finance is responsible for the operation and control of the system and has authority to cancel immediately any card.
The Executive Dean, Director, Deputy Vice-Chancellor or Vice-Chancellor will recommend the issuing of a card to a staff member and will take responsibility to ensure the staff member adheres to policy and procedures in relation to the use of the card.
Obtaining a Card
a) The Director of Finance is responsible for establishing card accounts and the issuance and cancellation of cards.
b) Request for cards should be forwarded to the Director of Finance for authorisation outlining the reason for the requirement of the card and expected frequency of use. Upon receipt of the request, the Cabcharge FastCard Application Form will be sent to the staff member who should complete the form and forward to the Cabcharge FastCard Administrator, Finance Office, Brisbane.
c) Finance will apply to Cabcharge for a card and arrange for the card to be forwarded to the cardholder.
The cardholder will also acknowledge that they are aware of the responsibilities and restrictions placed on their use of the card prior to taking possession of the card. The user is also responsible for the security of the card and must not allow it to be used by any other person.
Use of the Card
a) The card may only be used for authorised official university travel.
b) The card cannot be used outside of Australia.
c) The card is not transferable and may not be used by any other person other than the card holder.
d) The card is not to be used for personal travel.
Note: Misuse of the card will necessitate the University taking disciplinary and/or legal action against the cardholder.
Lost or Stolen Cards
If at any stage a card is lost or stolen, Cabcharge must be advised immediately by calling 02 9020 2345.
It should be noted that until Cabcharge are notified all unauthorised trips made on the card are the responsibility of the University. To this extent, notification must occur immediately if the card is lost or stolen. Further notification, in writing, must be given to the Director of Finance. This notification must include the details concerning the card's disappearance.
Card Record Keeping
It is critical that evidence of each fare is retained; therefore card holders are required to keep their receipts.
Payment of Card Expenses
a) Details of card expenditure are normally available within one month of the travel date via the internal Finance Reporting System.
b) The cardholder is not required to code each fare with a Project Code, as the card will be linked to the nominated Project Code. A card can only be linked to one code. Where another code is required to be charged, a journal request must be sent to the Faculty Finance Manager or Portfolio Management Accountant to transfer the cost once the expense has appeared on the General Ledger.
c) Finance will be issued with a monthly report from Cabcharge which will be used as a journal entry into the General Ledger.
Card Expense Queries
Where a card user has a query on the General Ledger, the first contact should be with the Cabcharge FastCard Administrator, Finance Office, Brisbane.
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* Unless otherwise indicated, this policy will still apply beyond the review date.
Page last updated: 2017-06-27
Short url: http://www.acu.edu.au/policy/794498