You must complete a T&S Claims form if a GPC Card is used in connection with the acquisition of any goods and services which would usually be provided by the existing T&S Procedures, e.g. travel costs, accommodation costs. Supporting documentation such as MasterCard Vouchers/VAT Invoices/Receipts must be provided with the T&S claim form.
Even if you are not making a T&S claim a completed form is required to record the T&S expenditure against the GPC
- Separate entries should be made against the appropriate Account Codes to enable a clear distinction between T&S and Hospitality.
- Each transaction should appear on your SDG2 statement and the receipts, quotes, documentation and MasterCard Vouchers/VAT invoices for each transaction must be kept and presented for authorisation to the Card Officer and the Card Controller.
- The monthly Royal Bank of Scotland statement and all documentation must be presented to the Card Officer timeously for authorisation. Within 5 working days of receipt of the monthly Royal Bank of Scotland statement a copy of this statement and accompanying documentation must be submitted to the Card Controller.
- Failure to submit the statement and accompanying documentation in accordance with these procedures will be brought to the attention of the Card Officer and will then be escalated, as per Escalation Procedures. This may result in the removal of the GPC Card privileges and further investigations into possible fraudulent use of the GPC Card.
The GPC Card can be used in connection with the acquisition of any goods and services which would usually be provided by the existing T&S procedures. If used, the normal procedure for submitting Travel and Subsistence claims must be followed.
Please see this link for the relevant T&S1 form.
Please see link for Travel and Subsistence guidance.
Further guidance can also be found on the Travel Information page on the intranet.
Hospitality claims should not be claimed on the T&S Form.