Quick Reference Guide 2

RoS GPC CARD

• The GPC Card can be used for Travel and Subsistence and to purchase approved Corporate Hospitality
• Travel and Subsistence claims and recording of expenditure should be carried out as per the Human Resources and Finance guidelines. Please follow this link to the Human Resources website for information on T&S Policy & Procedures - T&S Policy & Procedures
• All Air or rail travel should be booked using existing contracts where possible (currently through the Redfern portal).
• Accommodation bookings must be made using existing contracts (currently through the Redfern portal unless there are extenuating circumstances)
• Please follow this link for T&S policy – T&S
• WHEN THE GPC IS USED FOR TRAVEL & SUBSISTENCE A T&S FORM MUST BE COMPLETED AND SIGNED BY THEIR LINE MANAGER 
• 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 UNLESS AUTHORISED IN ADVANCE. RoS may request reimbursement for the cost of purchasing alcohol if the appropriate T&S guidelines have not been followed.

• Guidance on the use of the GPC Card for the purchase of alcohol as part of Corporate Hospitality is covered in the Hospitality Section of this manual and Section 2.3.7c of the Staff Handbook.

DO AND DON’T

Do

• Do - clarify with HR if you have any doubts about the use for T&S
• Do - clarify with Communication Team  if you have any doubts about the use for Hospitality
• Do - keep records and receipts of all transactions
• Do - ensure receipt of all MasterCard Vouchers/VAT receipts and expedite missing ones
• Do - complete a T&S form for all instances of Travel & Subsistence, this form should be submitted along with all relevant paperwork to the Card Controller.
• 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

• Don’t - allow someone else to use your card
• Don’t - use the card to buy personal items
• Don’t - split orders to get around transaction limits
• Don’t - use the card to buy alcohol, unless within the guidelines set out for Corporate Hospitality