Purchasing procedures - University of Central Lancashire

In the event of non-settled disputes and queries the Purchasing Card company will
intervene.
When this situation arises, contact The Purchasing Office who will advise on
contacts and procedure.
2.7 Security
Cardholders only will be notified of the card number and expiry date and when
necessary the pin number, and will not disclose this to any other person other
than the budget holder.
The Purchasing Office will retain signed cards.
Pin numbers will be kept in the safe in the Cashiers Office.
For „point of sale‟ requirements, cards will have to be collected from, and returned
to, the Purchasing Office by the cardholder.
In the event of cards becoming lost or stolen (when out for „point of sale purchases),
or suspected and reported fraudulent use, the matter must be advised immediately to
the Purchasing Office who will arrange for the account to be „suspended‟.
If the card holder no longer requires the card, has obtained a replacement or will be
leaving the University employment, the card must be destroyed and Purchasing
Office informed immediately. If the card is lost/stolen the cardholder should contact
Barclaycard directly to arrange for the card to be deactivated and contact the
Purchasing Office for a replacement to be issued.
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.
2.8 Best Practice Purchasing over the Internet
“Company Barclaycard guarantee against unauthorised transactions”
When you buy online with Company Barclaycard you are not liable for unauthorised
transactions. In the unusual event that unauthorised transactions do occur on your account,
they will immediately suspend and investigate them for you. Whatever happens, you won‟t
have to pay for transactions you didn‟t make.
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