You must complete a T&S Claims form if a GPC Card is used in connection with the acquisition of any goods and services which would usually be provided by the existing T&S Procedures, e.g. travel costs, accommodation costs. Supporting documentation such as MasterCard Vouchers/VAT Invoices/Receipts must be provided with the T&S claim form.
Even if you are not making a T&S claim a completed form is required to record the T&S expenditure against the GPC
- Separate entries should be made against the appropriate Account Codes to enable a clear distinction between T&S and Hospitality.
- Each transaction should appear on your SDG2 statement and the receipts, quotes, documentation and MasterCard Vouchers/VAT 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 a copy of this statement and accompanying documentation must be submitted to the Card Controller.
- Failure to submit the statement and accompanying documentation in accordance with these procedures will be brought to the attention of the Card Officer and will then be escalated, as per Escalation Procedures. This may result in the removal of the GPC Card privileges and further investigations into possible fraudulent use of the GPC Card.
The GPC Card can be used in connection with the acquisition of any goods and services which would usually be provided by the existing T&S procedures. If used, the normal procedure for submitting Travel and Subsistence claims must be followed.
Please see this link for the relevant T&S1 form.
Guidance can also be found on the Travel Information page on the intranet.
Hospitality claims should not be claimed on the T&S Form.
When travelling for business the first step should be to contact the Sustainability Team to confirm the best method for your journey. A Staff Travel Form must then be submitted before travel takes place. See guidance notes for further information.
On some occasions when travel is unable to be booked in advance during the course of business activities, such as tube tickets or taxis, then your GPC can be used in these instances. If this happens you should inform the Sustainability Team of this as it will allow them to capture information related to our carbon footprint.
For all other subsistence the GPC can be used in the same way as any other business transaction. All receipts should be kept and the spend will be coded accordingly in Smartdata once it appears. The one exception is no alcohol can be purchased using the card.
If any food or non-alcoholic drinks are purchased when travelling, the costs should be within a fair and reasonable limit based on the location you are in.