Purchasing procedures - University of Central Lancashire

2.5 Payment of Goods/Services ordered by Purchasing Card.
Financial Services to post Purchase Card Statement balances to nominated project
code on account code 6504 each month when statements are received.
Check statement received with Agresso by running an enquiry on your nominated
project code and account code 6504. If you have completed a Purchase Card
Transaction Log you can also use the log to help check your statement.
Ensure VAT receipts are available and are correct.
Ensure project code and account code for each transaction is correct.
If the Purchase Card Transaction Log has been completed, obtain authorisation by
the Line Manager (authorising manager) for the project code detailed. Or you can
ask for the statement to be authorized.
Reconcile the entries on the card statement to Agresso- making any amendments as
necessary
Attach relevant VAT receipts and statement to back of Purchase Card Transaction
Log or the Statement and file in month order.
Retain all documentation and store in a secure location: the Purchase Card Log,
Statement and back up documentation are prime documents and must be retained for
a period of seven years.
Financial Services to check the nominal ledger on a monthly basis to ensure all
cardholder‟s accounts are being cleared regularly.
In addition Financial Services to conduct ad-hoc audits to review transactions and
check that all required back up documentation has been retained and filed in
monthly order.
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 credits are due, the seller should be asked to raise refund vouchers together
with VAT credit receipts if applicable and the cardholder should ensure that these
credits appear on subsequent statements.
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