On this page:
- A. Policy Statement
- B. Scope
- C. Principles
- D. Classification of University credit cards
- E. Application of credit card policy
- F. Non-compliance and withdrawal of credit card facility
- G. Roles and responsibilities
- H. Related documents and further guidance
- I. Contacts
A. Policy statement
- This document sets out the policy and principles to ensure the use of University credit cards is compliant with the University Financial Regulations and the Policy against Bribery and Corruption, which covers fraud.
B. Scope
- The policy applies to all University credit card holders, and those involved with their administration and oversight.
- The policy covers all activities related to the use of the University credit card.
C. Principles
- Purchases must be made through standard purchasing channels and credit cards used only where this is not possible.
- In line with the Employees Expenses Policy, costs may only be charged to University credit cards that have been pre-approved and are incurred wholly, exclusively and necessarily in the course of University business.
- Only authorised individuals are allowed to use the University credit card.
- All transactions must be supported by a sufficiently detailed business purpose and a receipt or invoice.
- Claims must be submitted, coded, and approved in a timely manner, and no later than 15 calendar days after the statement date.
D. Classification of University credit cards
- There are two classes of University credit cards, which are defined by their usage.
Individual cards
Issued to a staff member for their travel and other business expenses, in line with the Employees Expenses policy. The expenses must be directly attributed to the card holder’s business activities.
Institution cards
Issued to a staff member to cover Institution expenses. To be used for the specific purposes agreed at the time of applying for the card, and where the standard procurement process is not suitable. For example, where suppliers only accept online payments.
E. Application of the credit card policy
- All credit card transactions must be accounted for in Concur unless there is prior agreement with Head of Accounting Services.
- Pre-approval of credit card usage must be obtained from the HoI or delegated person. This can be agreed informally or understood based on the role of card holder.
- The card holder will be liable for any unapproved expenses, for example, claims that are not valid under this policy. Any unauthorised or non-business expenditure must be reimbursed within seven days of the credit card statement date. If the debt remains outstanding, it may be recovered from the cardholder’s net pay.
- Any deviations from this policy must be authorised by the Head of Accounting Services. A record of the extenuating circumstances must be kept for audit purposes.
- This policy is non-contractual and therefore can be withdrawn or modified at any time.
F. Non-compliance and withdrawal of credit card facility
- Failure to adhere to this policy, including the delayed submission of claims, may result in the card being withdrawn and the card holder having to reimburse the University for all outstanding expenditure.
- Cardholders with unreceipted transactions which are older than three months will have their corporate card facility suspended until the account is brought up to date.
- Repeated failures to comply with this policy will result in the withdrawal of the facility.
- The Finance Division reserves the right to suspend or cancel cards at any time.
- Serious and intentional breaches of this policy may result in disciplinary action and could be considered fraudulent.
G. Roles and responsibilities
- The owner of this Policy is the Head of Accounting Services, Finance Division.
- All credit card applicants, holders, and card administrators must complete the online course: Modern Slavery Act.
H. Related documents and further guidance
- This policy aligns with the following policies and procedures:
- Credit card procedures (in progress, still to be uploaded)
- Employee Expenses policy and procedures
- Purchasing (Financial Regulations) and procurement procedures
- Sustainable Procurement policy
- Anti-slavery and anti-trafficking policy
- Anti-Bribery and Corruption policy
The information is not repeated, and the onus is on anyone holding a University credit card or involved in their administration to familiarise themselves with the above content.
- Guidance and training on the accounting processes in Concur are available from the Expenses Hub.
I. Contacts
In the first instance, contact the Credit card helpdesk: University credit card administrator. For out of hours assistance, the Barclaycard contacts are:
- Barclaycard Customer Services 0800 008 008, Overseas +44 1604 269452
- Barclaycard Fraud Team 0333 200 9090, Overseas +44 1452 828309
For any queries regarding the Policy, email fpm@admin.cam.ac.uk
Effective date of this Policy: 1 Feb 2025
Approved by Council: 9 Jan 2025
Date of next review: Jan 2027
Latest version 24 January 2025