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Cardholder records

Departments should keep an up to date list of all its cardholders and their credit limits. A regular review of this list should take place to determine the necessity of each card held and a justification of limits is to be given to the Finance Division upon request.

 

Change of address

The cardholder should notify Barclaycard of any change of address. Alternatively, the cardholder or their representative (e.g. Departmental Administrator) can contact the Finance Division to notify Barclaycard.

 

Unrecognised transactions

The cardholder is responsible for all entries appearing on his/her statement. If an unrecognised transaction appears, the cardholder must directly contact the credit card service provider, currently:

Barclaycard Customer Services - 0800 008 008

They will then investigate the issue. Department Heads/Administrators must be kept informed of any anomalies and must in turn notify the Finance Division.

 

Lost or stolen cards

The card is to remain in the possession of the cardholder at all times or alternatively be kept in a suitable safe within the department. In the event of the card being lost or stolen, cardholders must immediately contact either:

Barclaycard Customer Services - 0800 008 008  (if the card number is not available)

            or

The Lost and Stolen Department on 0800 0159 059 (or from abroad: +44 800 0159 059)

Lost/ stolen cards must be reported to your Department Head/Administrator. Replacement cards will be sent direct to the Finance Division for collection from the Accounting Services Team by the cardholder /approved proxy. 

 

Leaving employment

The cardholder must return the credit card to the Departmental Head/Administrator when:

  • submitting notice of resignation, or
  • no later than one month prior to the final date of employment.

The cardholder must ensure all credit card expense forms have been submitted, agreed and any queries are cleared before they leave.

The department must destroy the card, cancel any continuous subscriptions (with the relevant supplier) that may possibly be charged to the card at a later date and notify the Finance Division who, in turn, will instruct the credit card service provider to cancel the card.

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