Financial Services

Telephone Payments Policy

Further information


Credit Card Deduction Authority

Student Services, University Extension and some schools take credit card payments over the telephone although the practice is not widespread.

Policy statement

Telephone payments must include the name of the person paying, the type of credit card, name on the card, expiration date, amount, business unit, project grant and account code. They should be reported by receipt to Financial Services (Cashier) for processing. The form Credit Card Deduction Authority should also be completed.

Any request for refund receipted through a credit card must be processed back to the originating credit card. In accordance with the Merchant Agreement a refund is paid back to the originating credit card.

Key controls

  • Segregation of duties: responsibilities for billing (raising invoice) adequately segregated from those for collection, deposit of funds and credit issuance.
  • Reviewing and approving of credit notes as per University Financial Delegation.
  • Prompt investigation of credit issuance and disputes with billing amount.
  • Establishment of a documented Revenues and Receivables procedures and controls to ensure all staff know the processes they are expected to follow.
  • Periodic review and approval by legislative bodies of rate of taxes, fines, fees, programs of tax exemption, rate schedules and the like.
  • Regular review on delinquent accounts and take prompt action to collect or consider them for write off on a timely basis.
  • Retention of records for audit purposes.