International Credit Card Use. Code of Practice

Transcription

1 International Credit Card Use Code of Practice Effective from 03 February 2014 Version Number: 2.0 Author: Head of Procurement Finance Division

2 Document Control Information Status and reason for development Status: Revised version of existing Procedure Revision History Date Author Summary of changes Version No. Jan 2014 David Horton Updated into Code of Practice template. Draft submitted for authorisation V2.0 Code of Practice Management and Responsibilities Owner: The Executive Director of the Finance Division is the owner of this Code of Practice and has delegated responsibility for implementing, communicating and managing it to the Purchasing Manager, Finance. Assessment Cross relevant assessments Cross if not applicable Equality Analysis Legal Information Governance Academic Governance Consultation Staff Trades Unions via HR Students via USSU Any relevant external bodies (please specify) Authorised by:.. The Executive Cross relevant consultations Date authorised: 3 February 2014 Effective from: 3 February 2014 Review due: 3 February 2016 Document location: University Policy & Procedures page: Document dissemination and communications plan Page 2 of 7

3 1.0 Purpose The purpose of this Code of Practice is to specify the rules for use of international credit cards by University staff authorised to use them. The credit cards are made available for work related expenses while working abroad, not for personal expenses. The Code of Practice supports compliance with the University Financial Regulations and Staff Travel Policy (see Related Documentation). 2.0 Scope This Code of Practice applies to; All University staff authorised and designated as Holders of International Credit Cards Relevant Finance staff who are responsible for processing International Credit Card transactions and payments 3.0 Code of Practice Statements 3.1 Credit Card Usage International Credit cards can only be used on behalf of the University of Salford, where the expenses are incurred wholly, exclusively and necessarily in the performance of the duties of University employment for payment to non UK companies in respect of: a. International travel; b. International accommodation; c. Hospitality relating to foreign visits; d. Conference fees paid to non UK companies The card cannot be used for travel and associated costs in the UK The monthly limit is 5,000 and the reporting period is the final day of each calendar month The card cannot be used for personal expenses, even if work related. (see Travel Policy for further information) Wherever possible all work related expenditure should continue to be pre-booked via the normal University procedures and policy. 3.2 Card Holder Responsibilities The card holder is: a. the only authorised user of that card and must not loan, delegate or assign it to another person; b. responsible for the security of the card details. The Personal Identification Number (PIN) must not be disclosed to any other person c. wholly responsible for all charges against their cards. d. responsible for using the card in line with University policy in particular the card should not be used for personal or private purchases. e. Required to respond to any enquiries about credit card transactions by Finance Division as soon as possible. f. Required to notify Finance in writing before leaving University employment and to make arrangements for return of the card If the card holder has any concerns regarding the use of the card, advice can be sought from any of the contact people in Related Documentation below The card holder should follow the flowchart at Appendix 1 which covers; Page 3 of 7

4 Check of the Credit card statement Make a record of all card transactions obtain authorisation of the card transaction log enter all transactions into Agresso within 14days of receipt of the statement ) submit the transaction logs to Finance within 21 days of receipt of the statement Retain receipts as with all Financial records for 6years + current year. 3.3 Finance Division responsibilities Finance Division will; a. maintain a register of all card holders & card number b. review all international credit card statements for compliance with policy. Detailed analysis data is available and will be used for control purposes by the Finance Division c. review all international credit card transactions for potential items that need to be referred as a personal benefit. 3.4 Unauthorised use of the Card Details In the event of unauthorised personnel obtaining card details the authorised card holder must inform Purchasing Services and the Account Administrator immediately the card will be stopped immediately a replacement card number will be arranged and provided as soon as possible 4.0 What happens when the Code of Practice is not followed Any misappropriation of University funds will be treated as a breach of financial regulations and dealt with in accordance with the University's disciplinary procedures. It may also result in a suspension of card privileges and possible withdrawal of the card. 5.0 Related Documentation 5.1 Contact information University Staff:/Barclaycard Account Administrators Hazel Walne Sarah Ludford Barclaycard: From UK From abroad * Quote card number, name and transaction query, date and amount 5.2 Policies Financial Regulations Staff travel and other Expenses and Benefits Policy Staff Disciplinary Policy 6.0 Training and Support Full training details for registering Visa transactions can be found on Blackboard. Contact the Agresso helpdesk for more details. Tel: agresso-support-fiance@salford.ac.uk Page 4 of 7

5 7.0 Appendices Appendix 1: Flowchart for card holder to document International Credit Card Use Appendix 2: Procedure for inputting International Credit Card transactions into Agresso. Page 5 of 7

6 Appendix 1: Flowchart for card holder to document International Credit Card Use Enter all Int. C C purchases onto Transaction Log (App 1) a.s.a.p. On receipt of CC Statement, check it against Transaction Log Enter CC statement date against each transaction line. Leave blank if purchase will be in next statement Are any discrepancies genuine purchases? No Is it fraudulent use of the card? Yes Report fraudulent transactions to: Card Issuer and UoS account administrator Yes No Update Transaction Log Query with supplier and request a credit Arrange for all Int CC transactions to be entered into Agresso within 21 days of CC Statement date (Appendix 2) Obtain Authoriser review and signature on Transaction Log Note: Authoriser cannot authorise own Transaction Log Retain receipts and CC Statement in Div./School Submit Transaction Log to Accounts payable within 21 days after end of month (statement date) Note:Failure to submit Transaction Log within the 21 days means the card will be suspended Page 6 of 7

7 Appendix 2: Procedure for inputting International Credit Card transactions into Agresso Input onto Agresso Each card holder will have their own specific project code for Credit Card related expenses. On a monthly basis the paid amount will be posted against account 2228 (credit card account) and the relevant project code by Central Finance. Transactions must be posted onto the Agresso system against the relevant Agresso codes in respect of purchases made using the card This posting must be checked against the total on the statement to ensure it accurately reflects the actual spend for the month. Once posted to the Agresso system, the transaction number must be noted on the transaction log before it is sent to the Accounts Payable Department. The 2228 credit card control account must be checked to ensure it has a zero balance after the batch has been entered. Any balance remaining in the 2228 account after the batch posting must be investigated and cleared within 14 days of the statement date. Page 7 of 7