FINANCE DEPARTMENT
COMPANY BARCLAYCARD USER GUIDE
Contents
1.Why do we use Company Barclaycards?
2.When should you use your Company Barclaycard?
3.Inappropriate use of your Company Barclaycard
4.Authorisation Process
5.Card Management
6.Internet Orders...... 4
7.Resolving Issues...... 5
8.Changes to Cardholders Personal Circumstances...... 5
9.Misuse of the Company Barclaycard...... 5
10.Contact Details...... 5
11.Terms and Conditions...... 6
12.Cardholder Agreement and Rules of Issue...... 7
Introduction to your Company Barclaycard
The University operates a Corporate Credit Card Scheme. This scheme is restricted to members of the University’s Senior Management Group, Service Directors and regular international travellers. The Company Barclaycard should be used wholly, exclusively and necessarily in the performance of the duties of employment.
This guide has been produced to ensure that all Company Barclaycard Users understand the rules and regulations governing the use of Company Barclaycards.
Company BarclaycardsMUST be used properly and kept in a secure place at all times. The Company Barclaycard is a VISA card provided by Barclays Bank.
Each Company Barclaycard has an authorised monthly credit limit.
The card can be used for International Travel costs in line with the University’s Financial Regulations.
1.Why do we use Company Barclaycard?
Company Barclaycard’s are used exclusively for the undertaking of necessary travel expenditure incurred by the cardholder during the normal course of their duties.
2.When should you use your Company Barclaycard?
You should use your Company Barclaycardfor International travel and accommodation costswhenthe TRAVEL MANAGEMENT COMPANY are unable to pre-pay and for Business Entertainment in line with the Expenditure Policy.
3.Inappropriate use of your Company Barclaycard
Blocked Categories
Purchases may be made within most merchant categories with the exception of the following which are blocked at application stage by Payroll Services, Finance:-
- Cash (ATM and Branch)
You must not use your Company Barclaycardfor:
- Personal Purchases
- Cash Withdrawals
- IT Equipment – please contact IT services
- Payment of Invoices
- Purchase of goods or services available internally – i.e. printing, catering, advertising
- Direct Debits – these should be set up via the University’s bank account
- Over the counter transactions in retail outlets
4.Authorisation Process
- A monthly statement will be sent to the cardholder’s home address. The statement should be checked and details of spending detailed on the Northumbria University - Company Barclaycard Reconciliation Form.
- The claim should be signed by the cardholder and original receipts, statement and reconciliation must be forwarded to the Dean/Director for authorisation.
- A purchase order must be raised in SAP and the details entered on the Company Barclaycard Reconciliation Form before forwarding it to the Payroll Office, Room 0011 Sutherland Building for processing.
5.Card Management
Controls
Each Cardholder will be given a monthly credit limit.
Card usage will be monitored on a monthly basis and evidence of misuse or abuse will be reported to the Finance Director who will determine the appropriate action in accordance with the Financial Regulations.
Upon expiry of your card Company Barclaycard will automatically issue a replacement which will be posted to your home address.
Temporary Credit Limit Adjustments
A written request must be received from the Dean/Director prior to raising the Card Limit, with justification for the requirement.
Please note that this action is only possible where the overall University Limit is not reached.
Permanent Adjustments
Payroll Services will make a permanent adjustment on an individual card, on receipt of requestfrom the Dean/Director together with justification for the request.
6.Internet Orders
Card holders should normally use the existing Purchase Order system for non essential items (books, IT ) etc.
Only use secure internet sites. These can be identified by (
If you are given the option of using a secure checkout when paying for your purchase always select yes.
It is advisable to print off the details of online purchases to enable you to reconcile with the statement upon its arrival, or to be able to contact the supplier should you need to do so.
Barclaycard Business continually monitors online transactions to protect the University from fraud.
7.Resolving Issues
Lost or Stolen Cards
In the event that your card is lost or stolen you must notify PayrollServices immediately.They will ensure that your current card is cancelled and will arrange for a replacement card to be issued as soon as possible.
Payment Declined
Cards can be declined for various reasons:
- Exceeding Monthly Credit Limit
- Exceeding Transactional Limit
- Random Fraudulent checks (carried out by Barclays)
In the event that your card is declined please contact a member of PayrollServices for advice.
Valid Receipts not received
It is the cardholder’s responsibility to ensure that all purchases have corresponding vat receipts. In the event that you do not receive a valid receipt please contact the supplier.All transactions should be substantiated with receipts. The University reserves the right to seek reimbursement for any item of unreceipted expenditure.
8.Changes to Cardholders Personal Circumstances
If you leave the University, change your address or no longer require your cardplease contact Payroll Services. It is the cardholder’s responsibility to ensure that any changes are notified.
9.Misuse of the Company Barclaycard
The Company Barclaycard must not be used by anyone other than the cardholder. It is the cardholder’s responsibility to ensure that their card details are kept securely at all times. Failure to comply with this will result in the card being withdrawn.
10.Contact Details
Payroll Services0191 227 4767
Room 0011, Lower Ground Floor,
Sutherland Building
BarclaycardUK: 0844 822 2140 *
International: +44(0)1604269452
Opening hours:
Mon – Fri 8am – 8pm
Sat 8am – 6pm (excluding Bank holidays).
Lost & Stolen – Open 24 hours a day, 7 days a week.
* Call charge information:
Calls may be monitored or recorded to maintain high levels of security and quality of service. For BT business customers, calls to 0844 numbers will cost no more than 5p per minute, minimum call charge 5.9p (current at September 2007). The price on non BT phone lines may be different.
11.Terms and Conditions
The University has selected Barclaycard from a government Framework. For Further information regarding the terms and conditions please contact Payroll Services.
Statement Period
The company card statement period runs from the 12th of the month until the 11th of the following month. It is important to ensure that this period is noted so that all paperwork correlates to the information on the final statement issued by Barclaycard. Please note if you have nil expenditure in a given period you will notreceive a statement.
Statement Procedures
Check your Statement to ensure that it matches with your receipt. You must process your statement within 1 month of receipt. Cardholders who persistently fail to process their statement on time will have their cards suspended. If you are away on University business or on sick leave when the Card statement is due, you must make arrangements for the above actions to take place.
If any purchase made at the end of the billing period has not been included on the statement, retain the receipt for the next billing period.
Please ensure that the correct Cost Centre Code (and where applicable Internal Order Code) are entered.
The VAT code on your electronic statement will be defaulted to VO (Vat Exempt), you do not need to change this unless you are charging a code which allows the University to reclaim VAT, in which case you should calculate the VAT applicable and change the code to V1 (recoverable VAT). You must ensure VAT receipts are retained for HMRC for V1 items.If you do not have a receipt you cannot reclaim the VAT.
You should then forward the completed reconciled document to the approver for authorisation.
Please ensure all invoices; receipts are attached to the reconciliation.
Fraudulent Transactions
In the event that transactions appear on your statement which you do not recognise, you must contact Payroll Services immediately. Payroll Services will notify Barclaycard who will investigate the transaction. Your card will be cancelled and a replacement card issued as soon as possible.
Barclaycard will credit the University's account in the following billing period. However, in order to reconcile the accounts these transactions must still be processed in the normal way, by identifying the transaction in the description field as fraudulent. The following month when Barclaycard re-credit you should post the credits back against the same general account.
12.Cardholder Agreement and Rules of Issue
The following statements and rules of issue are to be read carefully and signed by the cardholder.
Misuse or failure to comply with the rules of issue may result in your Purchase Card being withdrawn.
Duties of the Cardholder:
1.I understand that I am being entrusted with a Company Barclaycard and will be using the card to make financial transactions on behalf of the University.
2.I understand that the University is liable to the card provider for all charges made on the Card.
3.I agree to use this card for appropriate University International Travel and associated purchases only and not to use the card for personal purchases.
4.I will follow the established procedures for the use of this card, which I have seen and understood.
- I understand that it is my responsibility to correctly code all purchases on my monthly reconciliation statement and also confirm that there is a budget available for these purchases. I understand that my nominated budget holder and Payroll Services will audit the use of this Card and will take appropriate actionto recover any expenditure from me on purchases not made in accordance with these Rules of Issue.
6.I agree to surrender the Card to the Payroll Manager:
a.upon retirement, termination of my employment with the University or
b.upon request of the Deputy Vice Chancellor and Finance Director.
7.In the event that the card is lost or stolen, I agree that I will notify Payroll Services immediately.
In particular, I understand that:
(a) The Card is not:
- to be used for personal purchases
- to be used by anyone other than the member of staff to whom it has been issued
- to be used to split transactional limits
- to be used to attempt to withdraw cash
- to be used for the purchase of IT equipment
- to be used for the purchase of goods or services available internally – i.e. printing, catering, advertising
- to be used for direct debits
- to be used for categories of expenditure where a University contracted supplier is in place
(b) The Card is only to be used:
- with suppliers who are Visa capable
- in accordance with the University’s Financial Regulations
- for purchases within the transaction limits and expenditure limits set for the card
- within the merchant categories set for your card
- according to the procedures set out in the Company Barclaycard User Guide
As the holder of the Company Barclaycard, I confirm that I have read the Company Barclaycard User Guide and agree to comply with those conditions and with the terms and conditions set out in items 1 to 12 above regarding my use of the Card.
Name…………………………………………………..
School/Service ………………………………………
Signed…………………………………………………
Date……………………….……………………………
I confirm that the above member of staff has received a Company Barclaycard and has received information and a user guide in accordance with the University’s Finance Policy.
Name……………………………………. (Payroll Services)
Signed…………………………………..
Date……………………………………
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