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 E agreeing to the Departmental Credit Card Regulations. In addition, the application must be signed by the Head of Department, before being submitted to the Cashiers for authorisation and processing.

Nominated Representatives

All Cardholders are encouraged to nominate a representive within their department at the point of submitting the original application.

Nominated representatives will only be given access to the Barclaycard Spend Management System for the purpose of viewing and downloading statements. Nominated representatives do not have the ability to contact Barclaycard directly, or speak on behalf of the Cardholder to Barclaycard.

If you wish to amend your nominated representatives please email the Cashiers. For all new nominated representative requests please ensure the application form is completed, before being submitted to the Cashiers for processing.

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 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 into the request for their approval. Once Cashiers receive the approval the limit increase will be actioned accordingly.

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.

All cardholders and their authorised representatives will be given access to the online facility provided by Barclaycard to facilitate reconciliation and monitoring of transactions.  On receipt of the monthly email alert, statements should be downloaded and procedures followed to ensure that the fully coded and authorised statement plus receipts are sent to the Payments team within the published deadline. This is a requirement as specified in the Departmental Credit Card Regulations

Monthly Barclaycard statements can now be sent to the Payments Team via email for processing.  The process requires the completion of an excel spreadsheet template and allows electronic copies of receipts to be submitted.  This replaces the traditional manually intensive route.

For full guidance information and the related template please refer to the following: Barclaycard Process for Departments and Barclaycard Statement Template

Alternatively please email for further information or any related queries to the reconciliation process.

 
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