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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*If any transaction's are to be delegated to another cardholder within a different department, Procurement should also be notified to ensure the correct budget account codes are available within SDOLSDG2.
The GPC must not be used to circumvent procurement policy, including the requirements for competitive tendering. Please refer to the Purchasing Manual (Section 8 of the Finance Manual) for guidance on procurement policy, procedures, procurement thresholds and for general procurement advice.
All transactions by the Cardholder should appear within their own login in the JP Morgan/MasterCard SDOL 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 JP Morgan statement and all documentation must be presented to the Card Officer timeously for authorisation. Within 5 working days of receipt of the monthly JP Morgan statement, Cardholders should ensure that all transactions are coded correctly within the SDOL SDG2 and authorised by their Card Officer and then submitted to the Card Controller for safe keeping.
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b)The Cardholder receives notification by email that their statement is available to be downloaded from SDOLSDG2. They should code all transactions to the appropriate financial coding and then collate their requisitions, quotes, delivery notes, transaction receipts – MasterCard vouchers and VAT receipts, etc. together and issues all the documentation to their Card Officer for authorisation.
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d)Once the Card Officer is satisfied with the Cardholders documentation, they should approve the transactions within SDOL SDG2 and submit all paperwork to the Card Controller.
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Failure to complete all tasks within SDOL 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:
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