University Barclaycard Regulations

  • Departmental credit cards (‘cards’) must be used solely for business purposes. Use for personal expenditure is expressly prohibited and may result in disciplinary action.
     
  • Cards must only be used for the purchase of goods or services that cannot be obtained through the usual channels by the creation of a purchase order on the University’s finance system. Cards must not be used for personal expenses, disallowed expenditure such as non-business entertaining, or for making cash withdrawals. Further guidance on allowable business entertaining is given in the University Expenses Guidance.
  • All departments are eligible to join the scheme, however please note that the current contract with Barclaycard requires a monthly average minimum spend on all card accounts, and therefore an application should only be submitted if there is a regular need to use the facility. A card can be issued for departmental use, or to individuals who incur regular expenses of £200 or more per month e.g. when travelling on University business. All applications must be made on the correct forms and must demonstrate a clear need for the use of a card over and above the usual purchasing and expenses procedures already available.
     
  • Completed application forms should be returned to the Cashiers section at the Finance Division, 23-38 Hythe Bridge Street. A recommendation will be made, based upon the details provided, to the Director of Finance on whether an application should proceed or not. If the recommendation is to proceed then an application will be submitted to Barclaycard for processing.
     
  • Cards will be sent from Barclaycard in the first instance via secure post to the Finance Division. Applicants will then be invited to collect the card in person and sign for its receipt. The process between completion of the Barclaycard application and receipt of the card is usually no longer than 3 weeks.
  • Card limits should reflect the normal level of expenditure seen through each account on a monthly basis, and will be monitored/amended centrally to ensure that they are maintained at an appropriate figure.
     
  • If required, a temporary limit increase can be arranged quickly and easily to cover any expenditure over and above the normal monthly limit. An email should be sent from the cardholder, or their authorised representative, to Cashiers quoting the name of the cardholder, the limit required, reason for the increase, length of time needed, and the last 4 digits of the card number. Please ensure that the cardholder's line manager, Head of Admin/Finance or Head of Department is copied in to the request, for their approval.  Once approved, the limit increase will be actioned accordingly.
  • Each card is issued to a named cardholder who will be asked to sign the card immediately upon receipt and will have responsibility for the custody of that card, ensuring that it is used only for the purposes described in these regulations.
     
  • A Barclaycard holder can delegate access to their account to a nominated representative e.g. for downloading statements etc. A separate form is available for this purpose, and should be completed and submitted in the same way. Note that the nominated representative will be required to provide personal data before being allowed access to the Barclaycard system.
     
  • Barclaycard also provides cardholders and their nominated representative(s), if applicable, access to their online services, a secure, web-based access point to real-time account and transaction details for the card provided. The system can also be used to identify reasons for declined transactions.
     
  • The cardholder must take all reasonable steps to ensure proper security of the card. As with cash holdings, it is recommended that access to the card is strictly limited and controlled.
     
  • Lost or stolen cards must be notified to Barclaycard (via the telephone number on the statement, also available on the Barclaycard website or as detailed on the paperwork accompanying the card) as soon as the loss is identified. Notification should also be made to the Cashiers at the Finance Division via email .
     
  • When a cardholder (or nominated representative) leaves the Department, or a card is no longer required, then the Chief Cashier must be notified immediately so that the account may be cancelled, and the card must be surrendered.
  • University financial procedures, as governed by Financial Regulations, apply to the usage of cards for purchasing and expenses.
  • Purchase requisitions will not be required on Oracle for purchases made by card. Departments must adhere to the following process, however, to ensure that all card transactions are correctly transferred to Oracle in a timely and accurate fashion.
     
    • When a purchase is made using the card, the purchaser must ensure that a proper VAT invoice or receipt is requested to support each transaction. This document will usually be delivered with the goods or services.
       
    • On or around the 9th day of the month cardholders and their nominated representatives, will receive an email to advise that the statement for the previous month is available to view online. The statement should be reviewed to ensure that every transaction is accurate and conforms to these regulations. Any inaccuracies should be reported to Barclaycard immediately on the telephone number that appears on the card.
       
    • The online statement must be saved and a VAT code and General Ledger/Project code specified, in the standard Oracle format, against each transaction line on the Barclaycard Excel Spreadsheet.  Receipts must be attached to the statement (scanned copies are permitted only if using the 'Scan and Send' option) and authorisation is via a physical signature on the Excel template by an authorised signatory held on the Oracle Register of Authorised Signatures.  The completed statement must be forwarded to the Payments Team for input onto Oracle no later than the published deadline.  Please see the University Barclaycard Scheme section for further information on monthly statements. Barclaycard statement transactions must not be input to Oracle within departments.
       
    • All cardholders will be assigned a default Oracle cost code for card purchases. Departments which fail to complete the steps above within the required deadlines will have all charges for the month posted against the default code, which should then be cleared by the Department. This should happen only under exceptional circumstances and not on a ‘business as usual’ basis.
       
  • Documents will be input to Oracle against the following generic supplier account:

          Supplier: Barclaycard     Supplier number: 2019685

  • The supplier with whom the purchase was actually made will be identified on the ‘description’ line of the Oracle entry provided this detail is completed in column F of the Excel template.
     
  • The Payments Team in the Finance Division has access to the online service for all cards registered to the University. This allows for all transactions to be reviewed and independently verified if necessary. Departments may be asked from time to time for further details on specific transactions. This will be for the purposes of spot checking for compliance with these regulations; such requests must be actioned promptly.

 

In the course of completing this application form, you have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation.

How we use your data

We will use your data to register you as a member of the Barclaycard scheme, either as a cardholder or nominated representative, in order to provide you with the services you have requested.

We are processing your data for this purpose only because you have given us your consent to do so, by signing this form. You can withdraw your consent at any time by contacting us at cashiers@admin.ox.ac.uk. In this event, we will stop the processing as soon as we can, and arrange for the closure of your account with Barclaycard. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

Your data will be shared with Barclaycard who provide the services to us, such as for administering your Barclaycard account and allowing you access to Barclaycard systems. Barclaycard are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes, and will seek to share the minimum amount necessary.

Please refer to the Barclaycard web-site for information regarding the way they handle your data: https://www.barclaycard.co.uk/personal/privacy-policy .

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements. 

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Information Security website: https://www.infosec.ox.ac.uk .

Where we store and use your data

We store and use your data on University premises, in a manual form.

Your rights

Information on your rights in relation to your personal data are explained here: http://www.admin.ox.ac.uk/councilsec/compliance/gdpr/individualrights/ .

Contact

If you wish to raise any queries or concerns about our use of your data, please contact us at: cashiers@admin.ox.ac.uk or should you wish to exercise your rights as mentioned above, please contact: information.compliance@admin.ox.ac.uk .

In the course of completing this application form, you have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation.