The procurement card simplifies the procurement process for transactions and allows such purchases to be made over the phone, on the internet or in person.
Any senior manager that does not have a procurement card holder for their budget area and wishes to nominate a member of staff to have that responsibility, must send an email to the Procurement Office and include the following details:
All procurement card applications will need the approval of the Procurement Manager and the Assistant Director of Finance. Once approval has been granted, the Procurement Office will issue a request to the bank, for the supply of the new card. New procurement cards can take up to 21 working days to be delivered so please bear this in mind if your requirement is urgent. The PIN number and sentry device will be delivered separately.
When the card has been received, training on management reporting, and guidelines for the card's use will be provided by the Procurement Office to all new card holders.
It should be noted that a procurement card cannot be used for spend where there is already a University contract in place or the supplier is on the Agresso Finance System.
The procurement cards should be used for small value transactions. For larger transactions and regular spend, the supplier must be set up in the Agresso Finance system.
The statement dates for the cards are:
Procurement card statements must be checked and reconciled with the vouchers and receipts held by the card holder. You should ensure that a VAT receipt is always requested, when using your card. The Barclaycard form must be completed on a monthly basis and signed by the Corporate Manager responsible for the budget concerned. This form must be sent with your statement and receipts to the Purchase Ledger Supervisor no later than 8 working days from your statement date. An email copy of the Barclaycard form must also be sent to: central-purchasing@beds.ac.uk or a contact within the Procurement Office.
Any voucher receipt confirmations also accompany the Procurement card statement.
Statements must be downloaded from the Barclaycard Online System. Access will be provided by the Procurement Office upon receipt of the Procurement Card Agreement.
Note: The correct codes must be entered onto the Barclaycard Form. The University of Bedfordshire Coding Manual can be requested from Management Accounts.
Existing Procurement Card holders: If your card is lost, stolen or fraudulently used, please contact Barclaycard 0800 008 008 (24hrs). Please also notify the Procurement Office as soon as possible.
If any cardholders experience any difficulties in using the card, or any abnormalities in the monthly statement, please contact the Procurement Office immediately.
For any Procurement Card statement queries, please email Central Purchasing team at central-purchasing@beds.ac.uk
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