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Purchasing Cards

* PLEASE NOTE THAT ALL PURCHASING CARD APPLICATIONS ARE SUBJECT TO SCRUTINY AND YOU MAY BE ASKED TO EXPAND UPON YOUR NEED FOR ONE. CARDS ARE ISSUED BASED UPON NEED. *

 

 

A Government Purchasing Card is a VISA card issued by Barclaycard Business. VISA Purchasing cards have been successfully in operation at Queen Mary for 15 years. 

They work in a similar way to personal credit cards, and are chip-and-pin based so can be used when out and about, and can be taken abroad. Purchasing Cards are designed to be a complement to the Agresso Purchase Order system, and not intended to circumvent the Procurement Procedures. In other words, they are to be used to cover the cost of low value, ad hoc items and appropriate travel expenditure, whilst still using contracted suppliers wherever possible.

For all other purchases, the Agresso system should be used. Details on this can be obtained from the Finance Systems Team at agresso@qmul.ac.uk or https://agresso-web.qmul.ac.uk/agresso/Login/Login.aspx?ReturnUrl=/Agresso/

Advantages of Purchasing Cards:

  • Reduces transaction costs
  • Perfect for business travel and accommodation, and conference costs
  • Payment to suppliers is instant
  • Individual spending limits can be assigned based on need
  • Restrictions can be placed on commodity groups for control purposes
  • Clear visible audit trail of transactions
  • Fraud and payment protection offered by Barclaycard

Who can obtain a card?

Potentially, any member of Queen Mary payroll who has the authorisation of their line manager. However, applications will be checked against requirement. 

What happens if I lose the card?

Call the Barclaycard Customer Services team and report it immediately (Tel: 0844 822 2125 or +44 1642 87 6670 from abroad). They will put a stop on the card and get a new one sent out immediately. 

N.B. Please bear in mind that Customer Services will ask security questions to validate the call first; typically they ask you to recall your monthly credit allowance and the address where your card statement is sent to. Take into account any temporary changes to the limit if applicable.

What happens if I suspect fraud?

Again, call the Barclaycard Customer Services team and report it immediately (Tel: 0844 822 2125 or +44 1642 87 6670 from abroad). They will advise on the process from there; ultimately genuine fraud will be reimbursed to the card. Please be aware that for any mistaken claims of fraud, a £5 admin fee is applicable which is payable out of the cardholder's budget.

What else should I be aware of?

  • Record keeping is a pre-requisite of acquiring a Purchasing Card. Please read the instructions on record keeping.
  • For security, cards that remain unused for long periods will be suspended/cancelled. However, prior warning is issued.
  • If EU grant funds are used to make a purchase please complete an EU form [PDF 9KB] Return to Research Grants Department to enable money to be reclaimed.

Purchasing Card queries can be directed to

Jacqui Yates

Tel: (13) 7452 
accountspayable@qmul.ac.uk

Contact the Accounts Payable Helpdesk on ext 7527 or ext 7452

IMPORTANT INFO

You can call Barclaycard Customer Services for ANY problems you encounter (PIN, fraud, lost or stolen).

0844 822 2125 or +44 1642 87 6670 from abroad

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