PURCHASING PROCEDURES - University of Central Lancashire

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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
2.7 Security Company Barclaycard will only issue cards after they receive an application form authorised by relevant University personnel, including the cardholder. The Head of Purchasing is the authorised signatory for the card agreement. Where an application requires two signatures, i.e. for a limit >£5000, then a member of Financial Services who is named on the bank mandate (Head of Purchasing or Group Executive Director of Finance) will also sign. Corporate Cards are posted to the Purchasing Office who will then contact the cardholder to advise them that the card is available for collection. On collection of the card, the cardholder must sign to confirm receipt and sign their card in front of the Purchasing Office member of staff issuing the card and be supplied with their pin number. 2.7.1 Password Protection Whilst making a transaction a security number may be required, this is on the reverse of the card. A password will also have been entered on the application form and as such will only be viewed by the cardholder, the Group Executive Director of Finance, the Purchasing Office and Company Barclaycard employees. 2.7.2 Lost / Stolen Cards In the event of cards becoming lost or stolen, or suspected and reported fraudulent use, the cardholder should contact Company Barclaycard immediately to arrange for the card to be deactivated and for a replacement to be issued. The cardholder should then advise the Purchasing Office. 2.7.3 Cards No Longer Required If the card holder no longer requires the card, has obtained a replacement or will be leaving the University employment, the card must be cut into four pieces and returned to the Purchasing Office immediately with an explanatory note. 2.7.4 Transaction Receipts To prevent card details being accessed by unauthorized persons, card transaction receipt details should be retained in a secure place at all times. When destroying back up transactions details care must be taken to ensure papers are shredded or put in confidential waste bins. Purchasing Procedures December 2011
Page 1 and 2:
PURCHASING PROCEDURES INTRODUCTION
Page 3 and 4:
PURCHASING PHILOSOPHY The Universit
Page 5 and 6:
PURCHASING PROCEDURES 1: SERVICES T
Page 7 and 8: 3: AUTHORITY TO ORDER The responsib
Page 9 and 10: 4: REQUEST TO PURCHASE The Buyers G
Page 11 and 12: 6: INVITATIONS TO TENDER/QUOTE The
Page 13 and 14: A public service contract is one wh
Page 15 and 16: 2.1 Public Supply and Public Servic
Page 17 and 18: 4 TENDERING PROCEDURES Tenders may
Page 19 and 20: problems of incompatibility or disp
Page 21 and 22: 6 TIMESCALES In each of the procedu
Page 23 and 24: The technical specification should
Page 25 and 26: at worst, a legal challenge to the
Page 27 and 28: 9: DEALING WITH SUPPLIERS All deali
Page 29 and 30: test or documentation; state the cr
Page 31 and 32: 12: PURCHASING CONSORTIUM The Unive
Page 33 and 34: 14: LEAD PURCHASERS' GROUP An infor
Page 35 and 36: 16: SUPPLIER APPRAISAL It is an obj
Page 37 and 38: 18: PURCHASING CARDS 1. Overview 2.
Page 39 and 40: 2. Procedures and Regulations 2.1 R
Page 41 and 42: 2.5 Payment of Goods/Services order
Page 43 and 44: When you buy online with Company Ba
Page 45 and 46: Remember to update your transaction
Page 47 and 48: A.2. Problems with Supply of Goods
Page 49 and 50: A.4. Dealing with the Purchase Card
Page 51 and 52: APPENDIX B Quick Reference Guide fo
Page 53 and 54: 19. CORPORATE CARD PROCEDURES 1. Ov
Page 55 and 56: 2. Procedures and Regulations 2.1 R
Page 57: 2.3.1 VAT Guidelines Some expenses
Page 61 and 62: 2.8.6 Check for a secure connection
Page 63 and 64: APPENDIX A (Flow Charts) A.1 Purcha
Page 65 and 66: A.3. Dealing with the Corporate Car
Page 67 and 68: A.5 Checking of the VAT Invoice Res
Page 69 and 70: APPENDIX C Corporate card log Purch
Page 71 and 72: 3. Meeting - Discussion Commencing
Page 73 and 74: 21: PURCHASING GUIDANCE NOTES WHEN
Page 75 and 76: 22. CONSULTANCY GUIDANCE FOR THE PR
Page 77 and 78: POLICY 2.0 Principles 2.1 All consu
Page 79 and 80: 2.7 All qualitative surveys and ass
Page 81 and 82: 3.0 Financial Regulations POLICY 3.
Page 83 and 84: 4.0 The Process: Hiring of Consulta
Page 85 and 86: “Any contract for consultancy res
Page 87 and 88: 5.9 Monitoring of Consultancy It is
Page 89 and 90: Appendix 2 Advice on Differentiatio
Page 91 and 92: Purchasing Procedures December 2011
Page 93: Purchasing Procedures December 2011
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PURCHASING PROCEDURES - University of Central Lancashire

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