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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e)Steps a to d should be completed within 5 working days from receipt of the monthly Royal Bank of Scotland statement.
ESCALATION PROCEDURES
Failure to complete all tasks within SDG2 and to also submit the supporting documentation in accordance with these procedures will be brought to the attention of the Card Officer and will then be escalated as follows:
a)Failure to provide the Card Controller with the authorised documentation within 5 working days, will result in the Cardholder receiving an email, copied to their Card Officer, asking for the documentation and a reason for the delay.
b)If after a further five working days [or fifteen days after receipt of statement] no authorised documentation has been received by the Card Controller, the missing documentation will be escalated to the Head of Procurement and the Director of Finance and Planning (as Card Executive).
c)The Cardholder must respond promptly to any queries from Card Controller and may be asked to meet with the Head of Procurement and/or Director of Finance and Planning to discuss the issues. The Card Officer may also be requested to attend.
Failure by the Card Holder and/or the Card Officer to comply with the above may result in the removal of the GPC privileges and further investigations into
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misuse of GPC.