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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It is essential that there is separation of duties between cardholder and card officer, i.e. ordering of goods and the subsequent approval of the statement received from JP Morgan must Royal Bank of Scotland must be carried out by different individuals with the appropriate authority.
Card details should never be e-mailed to Suppliers as this information could be forwarded and misused. In addition, if goods are being purchased via the Internet, extreme caution should be exercised. Only reputable and well-known companies with secure web sites should be used. Secure web sites are usually indicated by a padlock symbol at the bottom of the browser with ‘https:// ‘ in the address. Please contact JP Morgan if Royal Bank of Scotland if you require assistance with website security issues or to inform them of a suspicious website or transaction.
If at any time a Cardholder has any doubts or uncertainties about the use of the GPC, the Card Controller or JP MorganRoyal Bank of Scotland, should be contacted for advice.
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All transactions by the Cardholder should appear within their own login in the JP MorganRoyal 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 JP Morgan statement 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 JP Morgan statementRoyal 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.
a) The monthly statement cycle runs from the 16th of the month to the 15th of the following month. JP Morgan will Royal Bank of Scotland will issue the Cardholder statement for the previous month's transactions on or around the 16th.18th of each month.
b)The Cardholder receives notification by email that their statement is available to be downloaded from SDG2. 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 Cardholder's documentation, they should approve the transactions within SDG2 and submit all paperwork to the Card Controller.
e)Steps a to d should be completed within 5 working days from receipt of the monthly JP Morgan statementRoyal 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:
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