All users/holders of Procurement Cards are reminded that you must follow the Procurement Card procedures.
This includes signing and approving your monthly statements and transactions, including submitting receipts and evidence of transactions and spend justification.
It is the responsibility of the Cardholder to record all transactions and keep copies of all receipts and records, including electronic invoices and order confirmations. Copies of these need not be sent to the Finance department but must be held by the user and produced on request of Finance for a period of a minimum of 72 months (six years) from the transaction. This retention period is extended for some research/innovation projects.
All card holders must also follow the usage guidelines and not use the card inappropriately.
Should you find yourself in a medical emergency whilst travelling overseas for business purposes, for example, do not seek private treatment and pay for it using the card. In such circumstances, provided that your travel has been registered to activate the University’s staff travel insurance protection, you should contact the emergency assistance service for which details can be found here.
If you find that your University-issued Procurement Card has been used for a non-work purpose, such as being a ‘saved card’ in an app and used by default for what turns out to be a personal transaction, please notify your line manager as soon as possible. Failure to do so may result in this usage being regarded as inappropriate use and subsequently investigated, with actions up to and including disciplinary action as possible consequences.
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