New Policy For Purchasing and Corporate Credit Cards Lee Burton Head of Income and Payments Keith Mason Deputy Director of Estate Management (Purchasing)

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Presentation transcript:

New Policy For Purchasing and Corporate Credit Cards Lee Burton Head of Income and Payments Keith Mason Deputy Director of Estate Management (Purchasing)

Why Are We Changing Our Approach To Cards?  Audit Report  Lack of Guidelines  Cards were used rather than purchase orders or expense claims  Authorisation procedures not effective  Advantages of purchasing cards

What Are We Doing?  Corporate Credit Cards  Designed for frequent travellers and staff that incur substantial personal expenses  Vast majority of staff will continue to claim expenses using an expense claim form

What Are We Doing?  Purchasing Cards (1)  Designed for processing departmental expenses, such as on-line purchases  Commodities as defined on the CPU website (stationery and travel currently being evaluated)  Rules and conditions of use

What Are We Doing?  Purchasing Cards (2) Usage Restrictions -Mail order Office stationery -Books and periodicals Mail and courier services -Travel-air/rail/road Rental -Hotels and accommodation General retail and wholesale -Additional categories for ISS, EMS & CS

What Are We Doing?  Purchasing Cards (3)  Authorisation of card statements by the card holder’s line manager  Receipts must be attached to statements  Statements must be sent to Finance within 15 days of receipt  Cards must not be used to withdraw cash

How Are We Implementing the Changes?  Roll out purchasing cards to department/section admin staff – aim to increase number of cards in issue  Increase purchasing card limits to £750/£5,000  Raising awareness of what purchasing cards are for (CPU website)  Introduction of new travel agency contract (air – rail – ferry - car-hire - coaches and accommodation)  Withdrawal of corporate credit cards

How To Purchase  Purchasing Routes  Purchase Orders  Purchasing Cards  Expense Claims  Cheque Requisitions  Cash Advance  Petty Cash

Next Steps  Purchasing Cards  Finance will ask Faculty Managers/HOSs who should hold purchasing cards  Corporate Credit Cards  Director of Finance will ask PVCs and the R&S to nominate staff who will qualify to hold a card under new criteria  New ‘Hospitality and Entertaining Form’ and new ‘Financial Procedure’

Questions ?