Quick Reference Guide 2

The GPC Card can be used for Travel and Subsistence and to purchase approved Corporate Hospitality
All Air or rail travel should be booked using existing contracts where possible. This is currently through an online travel portal provider. If this is required, you should contact the Sustainability Team who can advise.
Accommodation bookings must be made using existing contracts. This is currently through an online travel portal provider. If this is required, you should contact the Sustainability Team who can advise.
Please follow this link for T&S policy – https://rosnet.ros.gov.uk/page/1157?SearchId=4287111

UNLESS OTHERWISE STATED, ALL CLAIMS FOR EXPENSES OR RECORDING OF EXPENDITURE MUST BE SUPPORTED BY A RECEIPT.
The Cardholder may wish to contact HR for clarification for a specific requirement
THE GPC CARD MUST NOT BE USED TO PURCHASE ALCOHOL. RoS may request reimbursement for the cost of purchasing alcohol if the Cardholder does purchase it.

DO AND DON’T

Do

Do - clarify with HR if you have any doubts about the use for T&S
Do - keep records and receipts of all transactions
Do - ensure receipt of all MasterCard Vouchers/VAT receipts and expedite missing ones
Do - forward your authorised documentation to the Card Controller within 5 working days from receipt of statement.
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

Don’t