PURCHASING PROCEDURES - University of Central Lancashire

2. Procedures and Regulations
2.1 Requesting a Corporate Card
The Corporate Card is currently available to the Directorate, Senior Management Team
members and frequent travellers, subject to approval from the Group Executive Director of
Finance.
Requests for a Corporate Card should be made directly to the Purchasing Office,
accompanied by an authorisation form signed by the Line Manager/Budget Holder (available
from the purchasing office). Requests should detail the card limit you require (refer to
section 2.2 for guidance). The Group Executive Director of Finance will authorise all
qualifying requests. Cards usually take 14 days from the date of the card issuer receiving a
correctly completed application form.
The monthly limit is stipulated at the time of issue of the card but may be adjusted according
to need, on the authority of the Group Executive Director of Finance.
Corporate Cards are valid for two years and on expiry the Group Executive Director of
Finance will review the renewal.
There are two card options:
Gold Cards will be issued to Directorate and Deans.
Silver Cards will be issued to all other parties
Cardholders will -
Complete the Cardholder application form.
Complete an authorisation memo signed by the budget holder.
Provide to the Head of Purchasing a nominated project code for the creation and
setting up of the account in Financial Services.
Ensure that the card is kept in a safe place and is used solely by themselves.
Not disclose the card number and pin number and expiry date to any other person
(other than when charging an expense to the card).
Agree and abide by the limits and limitations applicable.
Obtain an itemised invoice / receipt for each transaction, containing VAT details
where applicable.
Agree to the completion and timely input of transactions onto Agresso (optional
Corporate Card Transaction Log see Appendix C.)
Purchasing Procedures December 2011