LLOYDS BANK ONLINE

CARDHOLDER APPROVER USER GUIDE

SUMMARY

This document sets out the steps to be followed when approving expenses incurred in accordance with University policy on the use of University credit cards.

All expense transactions arerequired to be reviewed for approvalby the Cardholder’sline manager via MasterCard Smart Data product using their own specific log in:

Approvers should ensure that they are familiar with the following Universities Policies:

  • Hospitality Policy
  • Travel & Expense Policy
  • Credit Card Policy & Procedures

All these policies are available on the University Finance web pages.

KEY CONTROLS

  1. All Approvers have their own unique log in to the system
  2. All transactions must be CODEDcorrectly by the Cardholder before being reviewed by the Line Manager
  3. All transactions must have an invoice/receipt image attached or a reason for the absence of such. Visa receipts are not acceptable, full itemised receipts should be attached by the cardholder.
  4. All transactions must have a detailed expense description entered.
  5. If hospitality is given, the cardholder must declare for HMRC purposes, who received the hospitality and the reason for it.
  6. If travelling the cardholder must declare for HMRC purposes, the destination and purpose of the journey.

NB: FAILURE BY THE CARDHOLDER TO DISCLOSE THE REQUIRED INFORMATION FOR 5 & 6 MAY LEAD TO THEM BEING LIABILE FOR BENFIT IN KIND.

Any expenditure not made as a legitimate business transaction should be rejected andmay be recovered in full from the Cardholder’s salary.

Signing in

After the month end statement has been fully coded and submitted by theCardholderthe Approver needs to reviewALL transactions before approving them.

You will receive an email from the online system telling you that an Expense Report is awaiting your review.

Approver’s logon to the website using their own specific login details. Once an Approver has been set up to use the system they will receive two emails from Mastercard Worldwide notifying them of (i) their specific User ID and (ii) their password. Approver’sare prompted to change their password when accessing the system for the first time.

Once the User ID and Password have been entered the user should click “Sign In”.

Authorising an expense report

When you login you will see on your home page under “REVIEW REQUIRED” the expense reports that you are required to approve.

Click on the expense report to open it up for review. Here you will see a summary of the Expense Report:

Click on the header ‘Select Transactions’ and then click “Expand All” in the bottom left of the page. This will now enable you to see the General Ledger coding and description of the goods /services that have been purchased.

As Authoriser, you must ensure that the University financial coding is correct and that a detailed description is enteredfor the goods/ services purchased. You must also check that where hospitality has been paid for that the relevant information, name(s) of those receiving the hospitality and the reason for itare detailed, to meet HMRC requirements. Where the expenditure was for travel, again you must ensure that the relevant information, destination and reason for travel is detailed, to meet HMRC requirements.

You should review all receipts to ensure that they show detail of what the transaction is for, Visa slips should be rejected as these are not acceptable.

Once all the information submitted by the Cardholder has been viewed, you will have the option to either ‘Reject’ or ‘Approve’ the Expense Report. You can do this under the header ‘Review’.

You should only approve an Expense Report once satisfied that all expenditure has been madeas a legitimate business transaction, in accordance with the Universities Hospitality, Travel and Expense and Credit Card Policy & Procedures.

If you wish to reject the Expense Report you will be required to put comments in the box as shown below. You may wish to do so, if for examplefurther information is required in a description or the incorrect receipt has been attached.

To approve the Expense Report click on ‘Approve’. The system will prompt you to check you are happy to continue.

Once the Expense Report is rejected, or approved an email will be sent to the Cardholder informing them of the outcome.

Dated 30 November 2017