There are some basic responsibilities which come with using a QMUL Purchasing Card. A clear audit trail must be maintained by QMUL at all times and as such transactions made with the Purchasing Card have to be backed up.
The process is as follows;
1. Firstly, you must keep all receipts from all purchases. Electronic receipts (such as e-mailed receipts from website merchants) are perfectly fine. VAT evidence should be indicated on the receipt where applicable. You may be asked to submit these from time to time as part of a spot checking procedure, and auditors may request to see these too.
2. An Online 'Tritorr' statement needs to be filled out. Typically issued on the 24th of each month (where there has been spend) this statement is where transactions are 'matched' with budget codes and account codes. Once completed, this is then passed electronically to the card Approver who confirms the spend is ok. The Tritorr administrator may contact you separately to ensure that you are happy with how to complete the statement, and that you comply with the requirements.
NB. Hospitality spend needs to be accounted for with the completion of a Hospitality Form [PDF 10KB] which is to be submitted along with the appropriate receipts/statement.
These requirements will be described in full during your initial training - though if you have questions at any time then please email finance-procurement@qmul.ac.uk
Got to https://accservices.barclaycardbusiness.co.uk/Centre/Public/Logon.aspx?site=18 and click the 'Not Registered?' link.
Purchasing Card queries can be directed to 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