PURCHASING PROCEDURES - University of Central Lancashire

Ensure the correct project code, account code, resource number and any other
appropriate details have been entered on the Corporate Card Transaction Log (if
completed.)
If completed, ensure that the Corporate Card Transaction Log is authorised by the
line manager for the project code detailed, which should in all cases be a person
different to the cardholder themselves, and ensure that the Log is input onto Agresso
within 7 days of receipt/date of statement.
Reconcile the entries on the card statement to Agresso – making any amendments as
necessary
Attach itemised invoices/VAT receipts (for each transaction) and statement to the
back of the Corporate Card Transaction Log or Statement and file in month order.
Retain all documentation and store in a secure location; the Corporate Card Log,
Statement and back up documentation are prime documents and must be retained
for a period of seven years.
Financial Services will check the accounting system on a monthly basis to ensure
that all cardholder‟s transactions are being input.
Financial Services will conduct regular audits to ensure that Corporate Card
Transaction Logs have been correctly completed and that all required back up
documentation has been obtained and filed.
2.6. Disputes and Queries
Initially disputes and queries should be taken up with the seller (supplier) by the
cardholder, who should keep a record of the details of the dispute/query and contacts
made with the seller.
When a credit is due, the seller should be asked to raise a refund voucher together
with a VAT credit receipt if applicable and the cardholder should ensure that these
credits appear on subsequent statements. The credit should also be detailed on the
Corporate Card Transaction Log in order for the Log to reconcile exactly with the
value of the statement.
In the event of non-settled disputes and queries the Corporate Card company will
intervene (see 2.10 Contacts). If you receive an inadequate response contact the
Purchasing Office. However, please do not cross out any of the transactions
concerned on the queried statement; the University must pay promptly to avoid
interest charges and, therefore, payment cannot be delayed pending any such credits
or dispute resolution.
It is the cardholder‟s responsibility to ensure that their statements are correct.
Purchasing Procedures December 2011