PURCHASING PROCEDURES - University of Central Lancashire

2.3.1 VAT Guidelines
Some expenses charged to the Corporate Card may be vatable. When charging something to
the card, ask whether VAT is applicable, at what rate it is applicable, and ask for the total
VAT amount and a VAT receipt. Not everything that the cardholder charges to the corporate
card will be subject to VAT.
Some suppliers are able to provide VAT details to VISA, who in turn provides official
evidence of VAT paid. If a # (hash) appears against the transaction then VAT has been
captured electronically. If a # does not appear on the statement, the supplier should have
provided a VAT invoice. If not, the cardholder must ask the supplier to supply a VAT
invoice.
Please retain all sales vouchers. Both sales vouchers and VAT receipts must be kept to
substantiate any transactions made. The VAT receipts will also be used to reclaim VAT
where applicable.
2.4 Receipt of Goods
Check satisfactory receipt of goods ordered.
Ensure that an itemised invoice / VAT receipt is enclosed with the transaction
voucher and that the price details are correct.
Enter the transaction details on the Corporate Card Transaction Log (optional.)
File the itemised invoice / VAT receipt, awaiting the Corporate Card statement.
2.5 Payment of Goods/Services ordered by Corporate Card.
Financial Services will post the total of each cardholder‟s Corporate Card Statement balance
to a nominated project code on account code 6516 each month when statements are received.
Cardholders are required to:
Check the statement received with Agresso by running an enquiry on your
nominated project code and account code 6516. If you have completed a Corporate
Card Transaction Log you can also use the log to help check your statement.
Ensure that an itemised invoice/VAT receipt has been obtained for each transaction.
Purchasing Procedures December 2011