This CUA allows you to streamline your purchasing with physical, virtual and single-use P-Cards, and reduce the time and effort you need to undertake administrative activities. It can also help you to streamline your payment systems and reduce administrative costs.
National Australia Bank (NAB) is the sole contractor under this CUA..
The following services under this CUA are:
1. Mandatory state-wide for:
- Physical, virtual and single-use VISA purchasing cards
- Card Management System
- ePayables system
- Expenditure data and analysis support.
2. Non-mandatory for:
- Expense Management System.
Where the CUA is non-mandatory for any service you may:
- Purchase under the applicable CUA from the CUA contractor; or
- Exercise your discretion to purchase outside the CUA, and purchase in accordance with Western Australian Procurement Rules and Buy Local policy.
Before you buy, also check that your purchase falls within your organisation's procurement policies.
In accordance with Western Australian Procurement Rules, you can buy outside of this CUA and directly source from an Australian Disability Enterprise (ADE) or Aboriginal Business.
Applicable General Conditions of Contract
The General Conditions of Contract (December 2016) applies to this arrangement.
Purchasing card
Show moreYou will have access to a Visa Purchasing Card branded with the WA Government logo to make it easily identifiable. The P-Card facility is designed to be used for low value/high volume transactions and other payments where practicable.
Protection against fraud and cardholder misuse
For a disputed transaction or where an unauthorised transaction is identified, immediately contact NAB. Where the transaction is arbitrated in the customer’s favour, NAB will provide restitution of the amount.
The Purchasing Card is also insured against unauthorised transactions made by the cardholder. NAB provides a maximum sum insured of $20,000 per cardholder, up to $150,000 per card facility for a period of 12 months.
For further information on services and systems contact the NAB Account Manager.
Card management system
Show moreCard management system
The National Australia Bank (NAB) card management system, NAB Connect – Corporate Card Self Service allows you to perform real time maintenance activities on your P-Card facility, such as:
- Order new cards and cancel existing cards
- Suspend cards
- Amend cardholder limits, either permanently or temporarily
- Amend cardholder names/reorder cards
- Request new PIN, set a temporary PIN
- Update temporary lost status on card
- Report lost or stolen cards
- Set transaction limits
FlexiPurchase - Expense Management System
Show moreFlexiPurchase - Expense Management System
Use of the NAB FlexiPurchase expense management system is discretionary. The system allows cardholders to:
- monitor their daily P-Card expenditure
- provide descriptions for, and code, their expenses aligned to the agency’s chart of accounts
- attach receipts electronically to each transaction
- obtain manager approval
- upload into the agency’s finance system
FlexiPurchase functions include:
| Functions | Description |
|---|---|
| Approvals | Enables electronic approvals of transactions within Flexipurchase. |
| Auto-deliver | Automates the scheduling of an extract into a finance system. |
| Auto extract | Automates the extraction of data on a pre-determined periodic basis. |
| Auto-receive | Changes in data from HR and Finance systems can be automatically reflected in FlexiPurchase. |
| Auto vault | Automatically processes files loaded into the Vault without having to follow the “Refresh Interface” process. This is different to the Auto Receive functionality which automatically pulls data from the customer’s finance. |
| Cash module | Ability for an employee to raise and submit a request for reimbursement of a purchase where cash or a personal card was used. |
| Coding segments | Reflects the chart of accounts and associated coding requirements. |
| Custom extract | A customised file from within Flexipurchase will align with the customers ERP. Once all transactions are acquitted and approved the file can be uploaded into the General Ledger. |
| Email management | Ability to notify employees, or specific groups, of actions or instruction necessary to process transactions, approvals and statements. |
| Lodge | The Lodge function decentralises the coding of transactions processed via a lodge card away from the central administrator to the individual who the transaction relates to. |
| Multiple hierarchy approvals | Supports many different electronic approval workflow requirements. |
| Optical Character Recognition (OCR) and image module | Allows the capture and storage of images of receipts and allows for images to be automatically allocated to transactions. |
| Reporting (including Data Analysis Tool) | Provides a range of standard reports in Flexipurchase. Customers can request a DAT to be enabled so customised reports can be generated. |
| Single sign-on | Integration between an Active Directory and Flexipurchase so users do not need to remember usernames or passwords. |
| Spendwizards | Easy allocation of a selected expense to correct General Ledger, Cost Centre and Tax Codes. |
| Standard extract | Generates an output file of transactional information that can be uploaded to an ERP. Standard extracts commonly generate a batch-file. |
| ePayables modules |
|
Datafeed
A daily datafeed of transaction data is available if you are using an alternate expense management system to FlexiPurchase. The data feed can be delivered direct to your State agency’s finance system (where compatible) or is available to download from a Visa Online mailbox, to then be uploaded to your agency’s finance system.
Data analysis and reporting
NAB provides data analysis and reporting capabilities via FlexiPurchase. Flexipurchase can provide a number of standard reports, e.g. supplier spend patterns, cardholder details, or business unit spend patterns. It can also provide customised reports. For agencies without FlexiPurchase, the reporting capabilities will be dependent upon what their EMS can produce.
NAB can provide further reporting upon request.
Protection against fraud and cardholder misuse
For a disputed transaction or where an unauthorised transaction is identified, immediately contact NAB. Where the transaction is arbitrated in the customer’s favour, NAB will provide restitution of the amount.
The Purchasing Card is also insured against unauthorised transactions made by the cardholder. NAB provides a maximum sum insured of $20,000 per cardholder, up to $150,000 per card facility for a period of 12 months.
For further information on services and systems contact the NAB Account Manager.
Contactless payment
All Western Australia Government Purchasing Cards now have contactless payment functionality. This allows you at the point of sale for purchases under $100 to place your P-Card in front of a contactless payment reader, - there's no need for a signature or PIN. Don’t forget to get your receipt before you leave.
Other policy requirements
Show moreState agencies should be aware of the following requirements under Western Australian Procurement Rules as they apply to purchases from this CUA. The below table is a summary of the requirements, and State agencies are encouraged to review the WA Procurement Rules.
Procurement planning
|
Requirement |
WA Procurement Rules |
|
Buyers must prepare a procurement plan and submit it to the State Tenders Review Committee. |
No, when purchasing from this CUA. |
|
Buyers must involve Finance. |
No, buyers do not need to involve Finance when purchasing from this CUA. (WA Procurement Rule C1) |
|
Buyers must obtain approval from an authorised officer of Finance to purchase through an alternative arrangement to this CUA. |
Yes, for all values and delivery locations where the purchase of goods and / or services under the CUA are mandatory (WA Procurement Rule C2.2).
To note: the Flexi-Purchase Expense Management System is non mandatory, and approval is not required for non-mandatory services.
Please note that State agencies are not required to request advice or approval from Finance, regardless of value, to purchase from an ADE or an Aboriginal Business (WA Procurement Rule C2.2). |
Request development and contract formation
|
Requirement |
WA Procurement Rules |
|
Buyers must prepare an evaluation report. |
No, when purchasing from this CUA. |
|
Buyers must submit an evaluation report to the State Tender Review Committee. |
No, when purchasing from this CUA. |
|
Buyers must publish details of their contract on Tenders WA. |
No, when purchasing from this CUA (WA Procurement Rule D8.1(3)). |
|
Buyers must record the contract on the agency’s contract register, as instructed within the buying agency’s financial management manual. |
Yes, for all contracts valued at $50,000 or more (WA Procurement Rule F5), unless alternative arrangements have been approved under WA Procurement Rule F5(6). |
Contract management
|
Requirement |
WA Procurement Rules |
|
Buyers must prepare a contract management plan. |
Contract management or project management plans must be developed for all contracts with a total estimated value of $5 million and above (WA Procurement Rule E1(1)), unless exempted under WA Procurement Rule E1(2). |
|
Buyers must publish details of contract variations on Tenders WA. |
No, when purchasing from this CUA. |
|
Buyers must seek advice from Finance on variations. |
No, State agencies do not need to seek advice from Finance on variations. |
Exemption from using this CUA
Finance is responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.
Exemption requests should be directed to the Assistant Director, Procurement Frameworks through an email to the contract manager in the first instance. Requests for exemption must be in writing via email and must provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.
For guidelines on what to include in an exemption request, please refer to the Common Use Arrangements Procurement Practice Guideline.
Sustainability
Show moreAs part of the tender process, the contractor on this arrangement has provided details of, and has been evaluated on, its corporate social and environmental responsibility, and the initiatives it has in place to support this.
NAB is committed to managing the impacts and the dependency of its business on the environment and natural capital.
NAB has a target to provide $70 billion in environmental financing by 2025, In the period between October 2015 to June 2022, $56.3 billion has been provided.
Who is the contractor?
Show moreNational Australia Bank Limited (NAB) issue Visa purchasing cards to the Western Australian Government. See the list of NAB contacts under Contractor Details.
Most CUA suppliers now accept the WA Government Purchasing card as a method of payment, as well as a considerable number of agency and non-contracted suppliers.
In an instance where a supplier does not currently accept purchasing card the contract manager is available to discuss card acceptance with your State agency and the supplier.
What will it cost?
Show morePricing enquiries should be referred to the NAB account manager and / or the contract manager.
Payment by purchasing card
The government purchasing card offers a quick and convenient method of payment allowing goods and services to be efficiently purchased.
Always remember to inform the provider that you will be paying by government purchasing card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.
Making the most of this contract
Show moreBuying Tips
- Purchasing Cards are an efficient way to procure goods and services. Cards can be used to purchase low volume, high value products such as flights, or for high volume, low value purchases such as parking and catering supplies. Consider distributing Purchasing Cards to government officers who you think will benefit from the efficiency of a card.
- The Purchasing Card enables employees to do their job faster and better. However, holding a Purchasing Card carries a great deal of responsibility. Cardholders should be made fully aware that they are in a position of trust.
- Ensure your agency has a Purchasing Card Use Policy in place and that it is reviewed regularly to meet your business needs. Refer to the WA Government’s Purchasing Card Guidelines.
- If you plan to use the FlexiPurchase Expense Management System (EMS), give some consideration to what your future needs may be and implement the system accordingly.
How do I buy?
Show moreStep by step buying process and administration of purchasing cards.
New NAB Customers
State agencies (current or newly formed) that are seeking to establish a new purchasing card program should follow these steps:
- Contact Greg Gates, NAB Account Manager at Greg.D.Gates@nab.com.au to arrange a time to discuss / review your requirement for a new P-Card facility.
- Complete and forward a copy of the Customer Contract Order form to:
Greg Gates, NAB Account Manager, at Greg.D.Gates@nab.com.au - NAB will commence implementation of the new facility including NAB Connect – Corporate Card Self Service and the optional FlexiPurchase expense management system if you have requested it in your P-Card functionality.
- NAB will email a customised cardholder application form with the new account details to the Card Administrator for new cardholders to complete. State agencies can use the NAB produced cardholder application form or create a customised form for internal processing only.
- Completed cardholder application forms can be:
- Sent to the Card Administrator to order the card via NAB Connect - Corporate Card Self Service; or
- the NAB cardholder application form can be emailed to the Client Services Team.
- Cards will be mailed directly to your Card Administrator within five working days.
Current NAB customers
Completing a customised WA Government application form makes applying for a purchasing card simpler. These forms are available from your Card Administrator. On completion, the form can be returned to:
- the Card Administrator to order the card via NAB Connect – Corporate Card Self Service; or
- emailed to NAB Client Services
Application forms processed prior to 4.00pm EST will be actioned the same day and the card will be mailed within five working days direct to the Card Administrator within your agency for all NAB Purchasing Cards.
Card administration
Each State agency must appoint one or more Card Administrator/s, Authorising Officer/s and Verifying Officer/s. Agencies can nominate the same officer to all three positions or separate officers to each position as required.
Card Administrator
The Card Administrator is responsible for the operational management of the Purchasing Cards within your agency. The Card Administrator is also the central contact point for all information regarding your general card queries.
It is important that the contract manager is informed of any changes to the Card Administrator’s contact details.
For risk management purposes, it is recommended that each State agency considers having more than one staff member trained as a Card Administrator at any one time.
Authorising Officer
The Authorising Officer can approve the issuing of purchasing cards to agency employees and makes amendments to purchasing card accounts.
Verifying Officer
The Verifying Officer is responsible for confirming the identity of a cardholder when a purchasing card is applied for.
Before commencing the role, each new Verifying Officer (if not previously verified by NAB) will be required to attend a NAB branch to be identified and verified in accordance with the Anti-Money Laundering and Counter-Terrorism Financing Act 2006.
Authorised cash drawings
With written authorisation from your accountable authority (for example: Director General or CEO), cash withdrawals using a Purchasing Card can be made at ATMs (local and international) and NAB branches.
To use this facility, a Personal Identification Number (PIN) will need to be allocated to the card for use only by the nominated cardholder.
An interest rate charge applies to these withdrawals which is calculated daily and paid monthly on these transactions.
Credit and facility limits
A monthly credit limit for each card is applied and can be modified via the Card Administrator (using NAB Connect – Corporate Card Self Service).
A facility limit is the limit a State agency can spend per month on all cards within the agency. Card Administrators should monitor their agency’s facility limit regularly to ensure it is not exceeded.
Quality insurance and liability
NAB has adopted a process approach to quality based on ISO 9001:2000. In all instances, liability will lie with the government agency, not the individual cardholder. If the cardholder breaches the terms and conditions of the contract, the employing State agency is required to administer any disciplinary or recovery actions. The WA Government Purchasing Card does not have any links to a cardholder’s personal credit details.
Payment methods
Payment is made exclusively by direct debit 24 hours after cycle end, which is the 28th day of each calendar month for NAB cardholders.
If the payment date falls on a Saturday, then the cycle will end on the previous working day (usually Friday).
If the payment date falls on a Sunday, then the cycle will end on the next working day (usually Monday).
Expense Management System - data
The NAB expense management system FlexiPurchase is not mandatory for State agencies to use.
State agencies not using FlexiPurchase can receive a data feed from Visa to their existing expense management system. This is a raw data feed in .csv format.
Cancel a card
The Card Administrator should action all Purchasing Card cancellation requests via NAB Connect – Corporate Card Self Service or email the request to Client Services
Cancellation will occur the same day provided the request is received prior to 4.00pm EST on a business day.
After I buy
Show moreActive contract management pays off
- Ensure staff are aware of your Purchasing Card Policy and make sure that it is updated regularly to remain in line with your agency’s business needs.
- Monitor the Purchasing Card expenditure for procurement insights.
- Monitor the P-Card expenditure for a gap-analysis of further high volume/low value purchases that could be paid by P-Card.
- Ensure the facility and individual card limits are adequate for your business needs and adjust as required.
- Document any issues as they arise even if they are resolved. This will assist in ongoing contractor performance management.
- Monitor service level compliance.
- If you are unable to resolve issues, please contact the contract manager.
Frequently asked questions
Show moreDo I need a receipt for transactions completed by contactless payment?
Yes, this obligation remains the same for all Western Australian Government purchasing cardholders, whether a payment is made by contactless payment or magnetic swipe. In some instances, you may need to ask for a receipt.
Does my Western Australian Government Purchasing Cards have a PIN?
All Western Australian Government Purchasing Cards have a PIN.
I want to change my PIN. How do I do this?
If you want to change your PIN, you can change it at any Australian NAB ATM (for NAB Purchasing Cards). Please note that to change your PIN, you must know what your existing PIN is. Card administrators can also reset your PIN to a default PIN that can then be changed via a NAB branch ATM.
When selecting a PIN, you should keep your PIN a secret and do not pass it onto other people. You should avoid using a PIN that contains repeating characters (like 9999) or digits in sequence (like 1234), or numbers that represent publicly researchable information, such as your birthday, year of birth, or address.
I’ve forgotten my PIN? What do I do?
- Clients with access to NAB Connect - Corporate Card Self Service can instantly reset PINs for cardholders.
- Cardholders can go to a NAB Branch and the staff can reset their PIN.
- Cardholders can call the NAB Business Support line and (subject to a phone identification process) have their PIN reset.
The instant PIN reset functionality may have restricted suitability for some cardholders. The only place that a default PIN will work is at a NAB branch ATM. You will need to attend a NAB branch ATM and reset the default to your own PIN - which then enables you to use the Card/PIN at the point of sale/EFTPOS terminals. For cardholders without close proximity to a NAB branch ATM, in the event they do not know or have forgotten their PIN, performing an instant PIN reset is not advisable.
The alternative, which is less immediate, is for the Card Administrator to order a replacement PIN on behalf of the cardholder - either via NAB Connect or by email request to the Client Services team (mail delivery - 3 to 5+ days)
What kind of point of sales transactions will require me to use a PIN?
You will only need a PIN when you are physically present at the point-of-sale during the purchase. There are some circumstances at the physical point-of-sale when a PIN or signature is not required. For example, contactless (“Tap and Go”) payments under $100 and low value payments (under $35) at some merchants as well as transactions from most unattended terminals such as vending machines and parking meters. A PIN is not required for mail or telephone order transactions, or transactions conducted on the internet.
What if the card is lost, stolen or misplaced?
Permanently lost card
In the event of a lost or stolen card, you should contact your Card Administrator as soon as possible so that they can lodge a notification with NAB either via Corporate Card Self Service or via NAB’s Lost and Stolen Card Team on 1800 033 103 operating 24 hours, 7 days per week.
The lost card will be cancelled, and a new card issued within 5 to 7 business days (depending on cardholder location).
Temporarily misplaced card
If you have misplaced your card immediately advise your Card Administrator who can place a temporary block to suspend activity or cancel the card via Corporate Card Self Service, or NAB’s Lost and Stolen Card Team on 1800 033 103.
Where the card has been located or lost, the Card Administrator will either remove the temporary block and the card can then be used or place a permanent block on the card and issue a new card.
Where the Card Administrator is unavailable contact NAB’s Lost and Stolen Card Centre on 1800 033 103, or if overseas, notify NAB by calling +61 3 8641 9121.
Disputing transactions
How do I dispute a transaction?
When disputing transactions, you should initially seek clarification from the Merchant. If the Merchant recognises that the transaction is in error a refund can be arranged immediately.
If you are unable to resolve a dispute, notify the State agency’s Card Administrator who will email a ‘Credit Card Purchases Disputed Transaction Advice’ form to NAB’s Client Services Team.
Flexipurchase.com users have access to an online form that may be completed when the ‘Dispute Transaction’ tick box is selected. By selecting the tick box, the online form is produced and populates certain areas pertaining to the transaction. This form may then be emailed to the Client Services Team.
Transactions that have been disputed within the current statement cycle dates are not paid for until the dispute is resolved. No interest is charged for these transactions.
Where you are uncertain of whether you should dispute a transaction, call 13 10 12 and follow the voice prompts for Commercial Card assistance to gain more information about the transaction.
The disputed transaction process should only be engaged when all other avenues have been exhausted, including contacting the Merchant.
Disputes must be raised within 90 days of the transaction being made. The timeframe for processing these transactions will depend on the nature of the dispute.
Buying air travel with a P-Card
How do I buy air travel?
When air travel is bought using a Purchasing Card, the purchasing card statement will not show detailed information such as flight and passenger details. This could make reconciliation of these payments difficult. Enhanced data on eligible air travel transactions can be provided through establishing a NAB Travel Account (NTA).
Through these travel account systems travel data is generally available on-line within 48 hours of a purchase being made and can be accessed at any time so that billings, expenses and other related information can be easily tracked.
For more information about the NTA, please contact the NAB Account Manager, Greg Gates on 0427 490 821, or email Greg.D.Gates@nab.com.au.
More information about the Travel Management Services CUA (CUATMS2017) is available at wa.gov.au.
Merchant coverage
Who will accept payment by P-card?
Most CUA suppliers now accept the WA Government Purchasing card as a method of payment, as well as a considerable number of State agency and non-contracted suppliers.
In an instance where a supplier does not currently accept a purchasing card the contract manager is available to discuss card acceptance with your agency and the supplier.
Publications
Contractors
National Australia Bank Limited (NAB) - Account Manager
Show moreContact details
About us
For account management matters.
Hours
9:00am to 5:00pm AWST Monday to Friday
Priority Services
For more complex enquiries or escalation of your Purchasing Card Program contact:
WA Government Dedicated Service Team.
National Australia Bank Limited - FlexiPurchase EMS Support
Show moreContact details
About us
For support related to FlexiPurchase.
Available 24 hours, 7 days per week.
National Australia Bank Limited - General card enquires and Card Administrator Support
Show moreContact details
About us
If you have an enquiry or need assistance with Corporate Card Self Service. Contact NAB Client Services team.
Available 24 hours, 7 days per week.
National Australia Bank Limited - Priority Services
Show moreContact details
About us
For more complex enquiries or escalation of your Purchasing Card Program.
Hours
5:00am to 5:00pm AWST Monday to Friday
