The reporting period for the credit cards will run from the 4^th day of the month to the 3^rd day of the following month. If you have used your Card in the current month, you will receive an email from the Card Controller to advise shortly after the end of this period

Upon receipt of the email, Cardholders will be advised they have 5 working days to submit receipts to their Card Officer and the Card Controller. They should also code all the transactions in Smartdata. These actions can be completed at any point in the reporting period but once the month ends there will be a deadline to complete these actions. 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 the correct Cost Centres, Account Codes and Activity Codes have been chosen. If the Card Officer is happy that everything is appropriate business spend then they will authorise the transaction online. The Card Controller will then check to ensure that individual Cardholders and Card Officers have completed all of the required actions. They will also be responsible for ensuring audit compliance and the statement and accompanying paperwork will be made available to Audit Services if required

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 and the Card Controller

ALL TRANSACTIONS SHOULD BE CODED CORRECTLY BEFORE SUBMISSION TO THE CARD OFFICER AND CARD CONTROLLER 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 within Smartdata, prior to authorising spend.

Follow up the non-delivery of any items

Once the above steps have been carried out, the Cardholder should authorise each transaction through Smartdata and submit the monthly statement and all documentation to the Card Officer for checking and approval.

The Cardholder should expedite with the supplier, any goods/services that have not been delivered. The supplier must be contacted by the Cardholder for the required goods/services or any credit documentation that must be provided to reconcile the transactions. If after contact with the supplier the required goods/services or credit paperwork is not provided, the Cardholder should contact Royal Bank of Scotland [see Disputed/Queried Transactions] to resolve the issues.

They should also notify the Card Officer of any problems experienced in reconciling transactions or disputed issues. Once any discrepancies have been resolved, and the Card Officer is satisfied with any points raised under the procedures, the transactions should be approved.

Browser not supported