Using the GPC for low value ad hoc business purchases which are NOT covered by existing contracts (advice can be sought from the Procurement Department), can realise significant savings in the administrative costs associated with such purchases compared to conventional methods, if the GPC is used properly and in accordance with the instructions set out in this Guide.
Every Cardholder must use the Card in accordance with these instructions (and any additional instructions issued by their Card Officer, the Card Controller or the Card Executive) and within their transaction limit and monthly credit limit. The use of Cards outside these limits is strictly forbidden. Cards must not be loaned or borrowed, even between Cardholders, and all purchases must be for office use only.
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- Any goods or services currently purchased by RoS under contracts or Frameworks unless there is a valid reason for doing so ;
- Any item for IT, peripherals, hardware, software, etc; unless being purchased by Cardholder who is a designated IT Services team member. See Cardholders ordering and payment procedures for further information.
- Any Training courses, Seminars or Conferences(however as per Cardholders ordering and payment procedures these can be booked by designated HR/Training team members when the correct procedures are followed).
- The purchase of alcohol is forbidden unless authorised by manager in advance.
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All transactions by the Cardholder should appear within their own login in the Royal Bank of Scotland/MasterCard SDG2 system. It is the Cardholder's responsibility to allocate the correct Cost Centre, Account Code and Activity Code to each transaction. Any relevant requisitions, quotes, documentation and MasterCard Vouchers/VAT receipts/invoices for each transaction must be kept and presented for authorisation to the Card Officer and the Card Controller. The monthly Royal Bank of Scotland statement and all documentation must be presented to the Card Officer timeously for authorisation. Within 5 working days of receipt of the monthly Royal Bank of Scotland statement, Cardholders should ensure that all transactions are coded correctly within the SDG2 and authorised by their Card Officer and then submitted to the Card Controller for safe keeping.
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