Barclaycard is the School’s Purchasing Card (Pcard) which available to staff members that have regular business travel and procurement responsibilities.
Cardholders should abide by the School’s Financial Regulations, Procurement Guidelines and the Purchasing Card Procedures.
Attempts to purchase blocked merchant categories will be declined. The blocked categories are:-
Vechcle Servicing and Spares
Utility ans Non-automotive fuel
Temporary Staff Recruitment
- Gifts to employees such as gift vouchers should not be purchased on the Pcard to as a leaving gesture or as a reward staff for services provided to the School. Such gifts constitute a benefit in kind and should be processed through payroll.
Continued non-compliance to the guidelines will incur sanctions in the use of the Pcard
Applications forms can be obtained by emailing Mike Black, Head of Financial Operations ( email@example.com ), which will need to be signed by Cardholder Budget Controller and Approver of the Cardholder’s transactions (Line manager) . Applications can take up to a month to process.
Transactions are administered through the Barclaycard Spend Management (BSM) system. Login details, training and procedural documents are provided once the Pcard has been collected by the cardholder.
The Cardholder's role in BSM is to enter the budget code, narrative and tax code for each transactions,
The Line Manager as Approver is to scrutinise each transaction and challenge where necessary, before approving.
A 2nd Level of Approval is carried out by either AP Compliance or Research Finance before transations are posted to the Finance System (Aptos).
Delegates for both Cardholder and Approver are recommended to ensure absence cover.
The Pcard Statement date is generally the 14th of every month
Transactions appearing in BSM up to that date is required to be budget coded by the Cardholder and approved the Line Manager by the 24th of the Month.
The 2nd Level approval by either AP Compliance or Research Finance is required to be completed by the end of the month in time for the transactions to be posted to Aptos.
If the above process is adhere to, Pcard transactions should appear in Statements5 by 3rd Working Day of the month.
For more information