PURCHASING PROCEDURES - University of Central Lancashire

Cards cannot be used for obtaining cash or acting as cheque guarantee cards to
personal cheques.
Cardholders must only use the Purchase Card when incurring expenses in the pursuit
of University business. Any misappropriation of University funds will be treated as
gross misconduct.
Any unauthorised or fraudulent use of the card will result in disciplinary action being
taken.
2.3 Ordering of Goods by Card
Ensure the proposed transaction complies with the Purchasing Card usage criteria
and the seller will accept the card.
Confirm credit available by checking current transaction log or account 6504 on
Agresso. If there is insufficient credit left on the card and the purchase cannot wait
until the following month, contact the Purchasing Office to request a temporary
increase
When approved by the budget holder, place order by telephone/e-mail/fax quoting
card number and expiry date. Confirm costs/prices and delivery date.
Request that a VAT receipt is sent with the transaction voucher and goods advice
note.
Enter transaction details onto Agresso (credit entry to 6504) and also complete the
Purchase Card Transaction Log (optional) immediately following completion of
purchase. Completing a Purchasing Card Transaction Log is now optional.
If completing the log, identify the account code per transaction.
2.4 Receipt of Goods
Check satisfactory receipt of goods ordered.
Ensure VAT receipt is enclosed with the transaction voucher and that the price
details are correct.
Enter receipt details on Purchase Card Transaction Log (Optional).
File the VAT receipt, awaiting Purchasing Card statement.
Purchasing Procedures December 2011