University Barclaycard Scheme Process


The University provides a facility whereby a corporate Barclaycard can be provided to staff to cover expenditure. All departments are eligible to join the scheme and cards can be used for:

  • The purchase of goods or services that cannot be obtained through the usual purchase to pay process e.g. internet purchases; or
  • Employees who incur frequent business or travel expenses on behalf of the University of £200 or more per month.

Cards will be issued to the individual named on the application. Cardholders are responsible for:

  • Adhering to the University Credit Card Scheme Regulations
  • Ensuring the safekeeping/security of the card

New Applications

  • To request a Barclaycard, individuals must complete an Application for a Departmental Credit Card form. All mandatory fields are identified with an asterisk *, and the intended cardholder should sign the Declaration in Section D agreeing to the Departmental Credit Card Regulations. In addition, the application must be approved by the Head of Administration and Finance or Head of Department, before being submitted to the Cashiers for authorisation and processing.
  • Applications may be signed using any of the following methods:
    • Wet signature on original application
    • Signed and scanned
    • Signed using secure electronic signature software
  • Barclaycard will send the new card, plus PIN and PIN Sentry device via secure post, to the Finance Division. When received, the Cashiers will contact the cardholder to arrange for the card to be collected and signed for.
  • PIN Sentry devices are required when undertaking some online transactions, as a security measure to verify the identity of the payer.  In addition, you will need to use it when accessing the Barclaycard online portal to view transactions and balances and to identify reasons for declined transactions. 
  • Cardholders can delegate access to their account to a nominated representative - a separate application form is required in this case.  Nominated representatives will have access to the account to review transactions, but are not authorised to speak to Barclaycard on behalf of the cardholder.  They will also be issued with a card and PIN Sentry device to facilitate this, but the card cannot be used to make purchases.
  • The standard limit is £1000 per month, although requests for higher limits will be considered, subject to the University’s overall maximum account limit. Individual card limits should reflect the normal level of monthly expenditure and will be monitored centrally.
  • Temporary limit increases can be arranged quickly and easily to cover any expenditure over and above the normal monthly limit. An email request should be sent from the cardholder, or their nominated representative, to Cashiers quoting the name on the card, the limit required, reason for the increase, length of time needed, and the last 4 digits of the card number. Specific approval is required form the cardholder's line manager, Head of Admin and Finance, or Head of Department before the limit request can be actioned. 
  • It is good practice to maintain clear records of credit cardholders, including details of limits, reasons for limits, and approval of changes. To help you maintain records, we have made available a Credit Card Register Template, which you are welcome to use, although you may wish to put different arrangements in place.
  • Cardholders will receive an email sent on behalf of Cashiers and Payments team on or around the 9th of the month, which will include a Barclaycard Statement Reconciliation Template. 
  • For full details on the process to follow please refer to the relevant web page - Barclaycard Process for Departments. This is a requirement as specified in the Departmental Credit Card Regulations, and it should be noted that persistent defaults (e.g. either missing submission deadlines or not submitting reconciliations at all) or non-compliance with these Regulations will result in the card facility being withdrawn.