PURCHASING PROCEDURES - University of Central Lancashire

2. Procedures and Regulations
2.1 Requesting a Purchasing Card
All applications for use and ownership of a Purchasing Card will be requested by
the completion of the Authorised Signatory / Budget Access Form and authorised by
the Head of Purchasing and Group Executive Director of Finance.
Cardholders will be staff responsible for ordering goods and services for their
department. If they are not also the budget holder, this person must approve the
application.
The Head of Purchasing will arrange for the completion of the Organisation‟s
application form
Card holders will -
Complete the Cardholder section of the application form.
Provide to the Head of Purchasing a nominated project code for the creation
and setting up of the account in the Financial Services department.
Not disclose the card number and expiry date and pin number to any other
person (other than the budget holder)
Agree and abide by the limits and limitations applicable.
Not use the card for personal use.
Agree to the completion and timely input of transactions onto Agresso
(optional Purchase Card Transaction Log – see Appendix C) and the
retention of all related receipts for a period of 7 years after the date of
purchase.
Inform the Purchasing Office immediately if they are due to leave the
University or move to another role.
2.2 Card Transaction Limits and Limitations.
.
Each cardholder will have a standard transaction limit of £1000 (inclusive of VAT)
and a monthly credit limit of £5000 (inclusive of VAT). In certain circumstances this
can be increased by application to the Head of Purchasing and it can be set at a lower
level if required by the budget holder.
This limit should match the authorised signatory limit for the applicant. If this is not
the case, the authorised limit should be amended prior to proceeding with the credit
card application.
Purchasing Procedures December 2011