When a purchasing requirement has been identified the Cardholder must determine the most appropriate supplier of the goods/services, taking into account current procurement rules, including the use of existing contracts, Call-off Contracts and Framework Agreements. The GPC should not be used to make a separate low value purchase where the purchase could be made under an existing contract.
Having sourced the most appropriate supplier in accordance with the current procurement policy, the supplier should simply be asked whether they accept MasterCard. If for some reason the purchase cannot be made by GPC, then conventional ordering and invoicing methods will have to be used. Please contact the Procurement Department in the first instance for advice. These reasons would include, for example the supplier not accepting MasterCard, the total value of the purchase excluding VAT is above the Cardholders transaction limit or the value of the order causing the Cardholders monthly credit limit to be exceeded. When the Cardholder places an order with the GPC they must confirm with the supplier that the MasterCard Voucher/VAT Receipt will be issued. If the MasterCard Voucher/VAT Receipt is not issued the supplier should be contacted and the required paperwork requested. Where the supplier fails to provide the required documentation the Cardholder can contact JP Morgan for transactional copies but contact must be within 60 days from the date of the transaction.
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Cards will be issued automatically through the Card Controller a few weeks before the expiry date of the current Card. The new Card should be kept in a safe place and not be used until the first day of the Valid from month printed on the card.
Cardholders are required to return expired cards to the Card Controller. The expired Card must be handed to their Card Officer who will return it to the Card Controller for destruction as soon as the new one becomes valid.
If a replacement Card does not arrive by the time the current Card expires, Cardholders should contact the Card Controller at the address shown in Contact details for the Card Controller, or alternatively they can contact Royal Bank of Scotland direct.
In light of current Covid restrictions we are currently unable to receive the cards directly into the office and dispatch them to the individual Cardholders. It is likely that the cards will be sent to individuals home addresses and then they will be responsible for safely disposing of their old cards. The Card Controller will contact each user to ask for email confirmation of receipt of the new card as well as the card details for our master records.