Cardholders Ordering and Payment Procedures
Cardholders can use the card in the following ways: -
- Telephone / verbal ordering;
- Point of sale (face to face transaction);
- Purchases made over a secure internet site (see under Cardholders Responsibilities).
Splitting of orders to bring the purchase below the GPC threshold is strictly forbidden. If the purchase is above the GPC threshold the normal procurement procedures will apply. Please consult the Procurement Manual in Sections 7 and 8 of the Finance Manual for guidance and financial thresholds.
Barred Goods and Services
RoS has barred the use of GPC in relation to the acquisition of following items:
- IT related purchases e.g. Hardware and Software - Unless approved by the Budget Holder. Please see cardholder responsibilities for approval process;
- Training Courses, Seminars & Conferences; all of these should be referred to the HR/Training department for booking through the use of an LDA form (available through the intranet)
- Cash;
- Alcohol - unless authorised by manager in advance
Under exceptional circumstances, any spend that is likely to fall within the above categories must first be referred to the Card Controller for approval (if appropriate, the Card Controller will seek authorisation from the Budget Holder of the relevant budget). Evidence of delegated authorisation is required and where approval has been given to use the GPC on any of the above categories for individual purchases, evidence should be included with your monthly documentation. Cardholders are reminded that monthly statements receipts, travel vouchers, tickets etc. must be sent to the Card Officer for submitting to the Card Controller.