Card Holder/Card Officer - Month End Procedure

Owned by Brody Smith (Unlicensed)
Last updated: Dec 17, 2020
2 min read

At the end of each monthly statement period, Royal Bank of Scotland will send the Cardholder an email notification that their electronic statement of GPC transactions is now available to download. If your card has been used in the previous monthly period, you will receive an email from the Card Controller to advise. 

Upon receiving notification that the monthly statement is available, Cardholders should save the document from Smartdata and email this along with their accompanying receipts, quotes, MasterCard Vouchers/VAT Invoices etc. to their Card Officer and the Card Controller. The Card Officer should check the documentation to ensure the purchases are business related, the correct paperwork has been submitted and the procurement procedures have been followed. The Card Officer will check transactions within Smartdata and may ask the Cardholder to confirm the authenticity of any order. Smartdata should be checked to reflect that the correct Cost Centres, Account Codes and Activity Codes have been selected and if the Card Officer approves the monthly transactions then an email should be sent to the Card Controller confirming this has been done. The Card Officer is responsible for the authenticity of the Cardholders monthly transactions and if they have any doubts with any purchases, they should discuss them with the Cardholder before authorising the monthly transactions through Smartdata.  The Card Controller will check to ensure that individual Cardholders have not used their card inappropriately and all related transactions will be saved to an appropriate folder. This paperwork will also be made available to Audit Services when carrying out any checks.

Cardholders should:

  • Check their statement to confirm that it matches the Smartdata Transactions
  • Identify any inaccurate item(s), and follow-up with the suppliers of the inaccurate item(s)
  • Ensure the MasterCard Voucher/VAT Receipt/Invoice, delivery receipt, etc. for each purchase has been provided by the supplier. If it has not been provided request the required paperwork from the supplier
  • Check Smartdata system/monthly statements and follow up any credits due which have not appeared
  • Once the Cardholder is satisfied that each transaction has been allocated to the correct financial coding and that all paperwork is complete, the Cardholder should forward the entire month’s relevant documentation (monthly statement, receipts and if applicable T&S form) to the Card Officer


ALL TRANSACTIONS SHOULD BE CODED CORRECTLY BEFORE SUBMISSION TO THE CARD OFFICER FOR AUTHORISATION, IF ANY CARD HOLDER REQUIRES A COPY OF THEIR AVAILABLE CODES PLEASE CONTACT THE CARD CONTROLLER WHO WILL PROVIDE A COMPREHENSIVE LIST


Any discrepancies should be resolved with the Cardholder prior to authorising and the Card Officer should ensure that they are satisfied with the accuracy of the transactions in Smartdata, prior to authorising spend and confirming to the Card Controller.