purchasing_cards

Procure to Pay (P2P)

Purchasing Cards

  • Purchasing cards are intended for one-off, low value spend, primarily for vendors not on SAP. Examples of spend suitable for purchasing cards are books, software, conference bookings, train travel, etc. To find out more about purchasing travel visit the travel pages of the P2P website.
  • Under the new system there will be three categories of purchasing cards available. The details are shown below along with the authoriser for each card. You can also click here to download the purchasing card matrix as a pdf.

Card Type

Transaction Limit

Card Limit

Typical Users

Approval for Card Issue

Approval of Monthly Statement

Classic

£500

£5,000

Any permanent employee

Head of School/Service or Director of Institute

School Nominee

Extra

£2,500

£15,000

1 or 2 per school or service

Head of School/Service or Director of Institute

School Manager or equivalent

Plus

As agreed

As agreed

Employees with special responsibilities

Executive Director of Finance

Executive Director of Finance or Nominee
  • As part of the P2P project purchasing card statements will be viewed electronically by card holders. This will replace the current paper base log sheets that are sent through to the Finance Office each month.
  • Transactions will be uploaded for coding on a daily basis to the myWorplace portal. The first upload will take place on the 7th February 2011. Purchase card owners will be sent an email reminder to code their statement on the 14th and 24th of each month, i.e. provide details of the cost centre to be charged, etc.  Card owners must code their own card statements.
  • All receipts for purchasing card transactions will need to be retained locally for 6 years plus the current financial year. Best practice is to file receipts by card holder and then by date.
  • On completion of the coding, a purchasing card transaction is submitted for approval. Transactions are accessed via the myWorplace portal. Reminder emails will be sent on the 14th and 24th of each month. Any transactions that do not meet with requirements can be reassigned back to the card coder for further attention. Those that are accepted will be approved and cleared in SAP.
  • Purchasing card training materials including logging in, coding and approving can be accessed via the portal.