Credit Card Policy - Guidelines for University Credit Card Issue, Use, and Authorisation

Sep 11, 2026

University credit cards provide a secure, convenient way to process certain transactions, while creating a duty of care for cardholders to ensure appropriate and responsible use. The policy sets guidelines for requesting and issuing cards, defining a transparent approval process, and establishing responsibilities for reporting, coding, and approving credit card transactions. It also covers credit card account handling, cardholder security duties, authoriser responsibilities, transaction authorisation, credit limits, and procedures addressing misuse and related sanctions.

LanguageEnglish

CategoryForms

FormatPDF

Pages8

Reading Time3 min

AccessFree to download

1. Introduction

2. Purpose of Policy

3. Card application process/Requests for credit cards

4. Approval

5. Credit card Account

6. Security and responsibility of card holders

7. Responsibility of card authorisers

8. Authorisation of credit card transactions

9. Credit limits

## Table of Contents Page 1.Introduction3 2.Purpose of Policy3 3.Card application process/Requests for credit cards3 4.Approval4 5.Credit Card Account4 6.Security and responsibility of card holders4 7.Responsibility of card authorisers4 8.Authorisation of credit card transactions5 9.Credit limits5 10.Card types5 11.Procedures in relation to the use of university credit cards 6 12.Misuse of university credit cards6 13.Sanctions for misuse of university credit cards6 14.Vouching and coding procedures7 15.Time limit for the return of monthly templates7 16.Cards held by Finance Managers7 17.Credit cards held by employees of UCD subsidiaries8 18.Freedom of information8 ### 1.Introduction The use of a University credit card can be a secure and convenient method to processcertain transactions.However,the possession of a University credit card also creates a dutyof care on the part of the cardholder to the University to ensure that the card is always usedappropriately and responsibly.The policy of the University has always been to keep thenumber of credit cards in issue to a minimum and ensure they are only issued where there isa clear justification for their use.Almost all University expenditure is routed through the mainpayment and expense systems and this should continue to be the case.Credit cardsrepresent an additional payment option for expenditure which cannot be processed throughthese systems ### 2.Purpose of Policy The purpose of this policy is to ensure that clear guidelines and instructions are in place inrelation to the issue and use of credit cards held on the central UCD credit card account andthose of UCD subsidiaries.The purpose of the policy is as follows; ·To ensure that cards are only issued in response to specific business needs. ·To ensure there is a transparent approval process in relation to the issuing of UCDbusiness credit cards. ·To confirm the process of reporting,coding and approving credit card transactions tobe followed by cardholders and authorisers. ● To detail the responsibilities of card holders and those approving credit cardexpenditure. ·To detail the consequences of any misuse of a University credit card. ### 3.Card application process/Requests for credit cards All requests for UCD credit cards should be submitted via email to the Bursar or Director ofFinancial Management by the line manager of the faculty/staff member requesting a UCDbusiness credit card.No credit cards can be issued or set-up without the approval of theFinance Office. The application should include the following information. ● The business case for a credit card. ● Confirmation that the line manager willapprove,on a monthly basis,allexpenditurecharged to the credit card.In the event of non-approval of a particular transaction,that they will,in the first instance,request that the expenditure in question berefunded to the University by the card-holder. ·The credit limit required on the card and the justification for the limit. ● The card type requested and the justification. The cost centre to which transactions on the card willbe charged. ·Confirmation that the credit card policy will be followed at all times. ### 4.Approval Approval for the issue of a credit card rests with the Bursar.Approval will only be given incases where there is a clear business need for a university credit card. ### 5.Credit card Account All credit cards will be issued on the central UCD credit card accounts currently held withAIB.Balances on the card are cleared by direct debit each month. ### 6.Security and Responsibility of card holders Cardholders must be conscious of the need to manage their card in a financially responsiblemanner and in accordance with University policies. ● Cards should always be kept in a secure location and the card number and securitynumbers should never be disclosed to any third parties. ● Cards should not be lent to other faculty/staff members.

FAQs

How are requests for UCD business credit cards submitted and approved?

Requests must be submitted by the line manager via email to the Bursar or Director of Financial Management. No cards can be issued or set up without Finance Office approval.

What information must be included in a credit card application?

Applications must include the business case, monthly approval commitment by the line manager, required credit limit with justification, requested card type with justification, the cost centre for charges, and confirmation the policy will be followed.

What responsibilities do cardholders have regarding security and unauthorized transactions?

Cardholders must keep cards secure, never disclose card numbers or security numbers, not lend cards, promptly report lost or stolen cards, and immediately inform the credit card company and Finance Office about unauthorized transactions.

Sep 11, 2026

Upload by Berry Peter