RoS GPC

• 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 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.

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 Royal Bank of Scotland when there are any problems with transactions or the 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

Don’t

• 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