Corporate Credit Cards Rules and Regulations

01 October 2014

Rules & Regulations

Summary of Main Points

The Corporate Purchasing Card (CPC) is for your use only.

 If your CPC is lost or stolen notify The Royal Bank of Scotland (RBS)(Tel: 08706000459) and Procurement on ext 4227. Immediately.

 The cardholder must not divide transaction costs for a purchase from a single supplier in order to avoid Anglia Ruskin University’s Financial Regulations.

The RBS credit card should be reviewed regularly throughout the month. To access the Agresso reconciliation tool, please login to http://agrweb.anglia.ac.uk/Agresso/default.aspx

The Cardholder can only make purchases for your Faculty/ SupportService. You should not make purchases on behalf of another Faculty/Support Service. Please email procurement@anglia.ac.uk if this is a requirement.

 Thoroughly check your RBS Transactions, to ensure no fraudulent transactions have appeared on them.

 If you have a fraudulent transaction appear on your RBS statement, inform Procurement immediately on Ext 4227 or email  procurement@anglia.ac.uk 

It is the cardholder’s responsibility to ensure that their RBS statements are properly reconciled and authorised by the 10th of the month.

 If a cardholder has more than two outstanding RBS statements the card will be blocked without prior warning, until ALL outstanding statements have been reconciled and authorised by their authoriser.

 Failure to adhere to the Rules and Regulations may result in the card being cancelled.

 If you are leaving our University or changing job roles and no-longerrequire your CPC inform Ann Debney Procurement ext 4227 or email procurement@anglia.ac.uk to obtain the required cancellation form.

Incorrectly entering you pin number three times over the life of that card number, your card will be blocked until you contact RBS and ask them to unblock it. You will then need to go to an ATM machine at a recognised National Bank to unblock it using the Pin Services facility.

Contact Customer Services at RBS on 0870 9093702.

 

 

 Storage of Your CPC

 The cardholder is responsible for their CPC and should ensure that the CPC is stored in a safe place. This should not be in the cardholder’s office drawer.  It is recommended that the CPC be kept in a wallet or purse, as other credit cards and valuables. It is essential that the CPC is never left unattended in an unlocked room.

 The PIN must not be kept with the CPC, nor must the number be written down where other people can read it.  It is advisable for the cardholder to change their PIN to an easily remembered number.  PINs can be changed using any ATM, in exactly the same way as PINs associated with personal credit cards.

 The budget holder should be kept informed about where the cardholder’s CPC and relevant paperwork are stored. The budget holder should observe the same standards of security as are required from cardholders.

 The CPC should be treated in every respect like a personal credit card.  The cardholder should not divulge the CPC number to any other person, except as is necessary when placing transactions with suppliers.  PINs should never be divulged to anyone, even a supplier.  Inevitably, colleagues working in close proximity with cardholders will hear cardholders placing telephone orders with their CPC. Budget holders should remind such members of staff the need for maintaining the confidential security of the card.

Prohibited Transactions

 The CPC may not be used for any of the following:

 Personal purchases - the CPC may not be used for personal purchases even if the cardholder intends to repay the cost of the transaction;

 Use of the CPC for anything other than University business will be treated as a disciplinary offence;

 Purchases by anyone other than the member of staff to whom the CPC has been issued (it is not permissible for the card holder to ask a colleague to purchase on his/her behalf using the CPC)

The cardholder is responsible for all the expenditure on their CPC.

 To withdraw cash.  This facility is blocked on all CPC’s, but attempts will be reported on exception reports;

 To purchase goods or services that are covered by contract supply arrangements, from suppliers other than our University’s approved contract supplier.

 To divide transaction costs for a purchase from a single supplier in order to avoid Anglia Ruskin University’s Financial Regulations