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- The RoS GPC card can be used to purchase any goods/services that are not prohibited (prohibited goods/services include e.g. unapproved IT hardware and software purchases - Please see section 3.6 Cardholder Responsibilities for approval process) or are not already covered by an existing RoS contract e.g. Office Supplies; If items such as Office Supplies need to be purchased from an alternative source, this should be checked with the Card Administrator prior to purchase.
- The Cardholder must adhere to the RoS requisitioning procedures and also follow the procurement policy as set out in the Procurement Manual in Sections 7 and 8 of the Finance Manual.
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Do and Don't
Do
- Do - use the GPC card carefully and securely
- Do - use the card in accordance with the agreed policy and procedures
- Do - ensure separation of duties
- Do - ensure required quotes are included with monthly statement
- Do - keep records and paperwork relating to all transactions, including all MasterCard vouchers/VAT receipts
- Do - submit all relevant paperwork within prescribed timescales
- Do - clarify with the Card Controller any points you are not sure about
- Do - contact the supplier of the goods/services to clarify prices, deliveries, missing MasterCard vouchers/VAT receipts
- Do - contact JP Morgan Royal Bank of Scotland when there are any problems with transactions or the JP Morgan Royal Bank of Scotland statement
- Do – complete a T&S form if you are using your GPC for any travel and subsistence, this must be included in your return to the Card Controller
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- Don’t - give your card to another person to purchase goods/services on your behalf
- Don’t - use the card to buy personal items
- Don’t - use the card to buy alcohol
- Don’t - use the card for goods or services covered by existing RoS contracts
- Don’t - split orders to get around transaction limits
- Don’t – Use the card to purchase food/drink when working in a different office from where you are usually based