PURCHASING PROCEDURES - University of Central Lancashire

Ensure that the Transaction Log (if used) and all related receipts are retained for a
period of 7 years after the date of purchase.
2.2 Card Transaction Limits and Limitations.
The initial limit for each card is a maximum of £5000. This limit should be sufficient to
cover the expenses of a two-month period. Card limits may be increased either permanently
or temporarily via a written request to the Head of Purchasing. Requests should state start and
end dates, required limit and the justification for the increase.
In exceptional circumstances it may be necessary for members of SMT to include personal
expenditure on their corporate card. In such instances;
the personal expenditure should be highlighted on the statement,
the amount owed should be paid into Cashiers as soon as practicable,
the cardholder or their nominee should keep a copy of all records on file for audit
purposes.
2.3 Ordering of Goods / Services by Corporate Card
Goods or services can be charged to the account either in person by presenting the card, or by
phone quoting all the relevant card details such as your Name, Card Expiry Date, Card
Number and sometimes your security code.
Care should be taken only to quote card details to someone known to the cardholder or who
can reasonably expect to be honestly engaged in business on the cardholder‟s behalf (i.e.
Travel Office staff). Ensure that the right amount is charged to the account and remember
that the monthly card limit must not be exceeded.
The cardholder has personal responsibility to account for the use of their card. Cardholders
must therefore:
Ensure the proposed transaction complies with the Corporate Card procedure and
the seller will accept the card.
If necessary, obtain authorization from the project budget holder (if you have access
to more than one project.)
Order goods/service either in person, or by telephone/fax quoting card number and
expiry date. Confirm costs/prices and delivery date.
Ensure that you obtain an itemised invoice/receipt (including VAT details where
applicable). If ordering goods this should be sent with the transaction voucher and
goods advice note.
Enter the transaction details onto Agresso (credit entry to 6516) and also complete
the Corporate Card Transaction Log if required, immediately following completion
of purchase. Completing a Corporate Card Transaction Log is now optional.
Purchasing Procedures December 2011