The main objective of the GPC is to provide an efficient method of purchasing and paying for low value, non-recurring goods and services which reduces the disproportionate time, effort and associated paperwork (and therefore cost) required when raising and processing large numbers of low value purchase orders, invoices and payments. In addition, suppliers also benefit by being paid (by Royal Bank of Scotland) a few days after dispatching the goods or delivering the services, which improves their cash flow and reduces their credit control costs.

The GPC eliminates the requirement to set up ad-hoc/infrequent suppliers on the Finance System (E-Financials) and the eProcurement System (Pecos). Cardholders can place orders directly with suppliers. The goods are delivered directly to the identified recipient. Royal Bank of Scotland will send out a consolidated monthly statement covering all RoS Cardholders purchases made in the month in question. The Card Controller will authorise payment of the statement balance without the delay often caused by invoice matching and approval processes.

The Card Controller will receive a copy of all Cardholders statements. The Cardholder can request a copy of these, or they can view their transactions online. The Card Officer (Line Manager) carries out checks of their Cardholders purchases made during the month as a further audit safeguard, ensuring all the paperwork is present and correct. The Card Controller will also check all transactions, and paperwork has been submitted correctly.

Each card has a designated default monthly limit of £2,000. In certain circumstances and at the discretion of the Card Controller, requests to change these limits may be approved where there is a sound business need identified by either the Cardholder or the Procurement Department. The Credit Limit Increase application form will be distributed by the Card Controller and should be completed by the Cardholder and Card Officer and authorised by the Card Controller.

Royal Bank of Scotland issues new cards to the Card Controller for despatch to the Cardholder. The card ‘P.I.N’. will be sent directly to the Cardholder, for security reasons. Each Card is issued to a nominated individual Cardholder and is embossed with the card number, valid from and expiry dates, RoS company name and the Cardholders name.

Cards are not interchangeable between Cardholders.

If a Cardholder is absent and the order cannot await his/her return, an alternative Cardholder in the same Business Area should make the purchase. Under no circumstances should Cardholders allow their card to be used by another party.

Alternatively, items can still be ordered using the normal ordering and invoicing procedures. Please contact the Procurement Department with your requirements and Procurement will advise.

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