Using the card

Credit cards must be used exclusively for expenditure directly relating to University business. This may include travel and restricted entertaining.

For further information, refer Chapter 5b: Employee Expenses

In this section:
Travel and subsistence
Entertainment
Foreign currency cash withdrawals
Purchase of goods or services
Credit cards: restrictions
 

Travel and subsistence

Adherence to the University’s current rates for travel and subsistence is required. When undertaking foreign travel, if it is anticipated that these rates will be exceeded, written agreement must be reached with the Head of Institution, to an acceptable level of reimbursement. Evidence of such an agreement must be retained and attached to the expense claim form.

Entertainment

If the credit card is used for entertaining University clients, a record of the meeting explaining its purpose and listing all the attendees is required.

Foreign currency cash withdrawals

These are not permitted. However, contact the University Cashier for a currency advance if required.

Purchase of goods

As all purchases must be made via the UFS purchase order system, purchase of goods or services is not allowed, unless the Head of Accounting Services gives prior written approval. If purchases are made, the cardholder must ensure that the University’s Purchasing policies are followed. Evidence of compliance should be submitted with the credit card expense form.

Credit cards must not be used for:

•    Private expenditure under any circumstances
•    Cash withdrawals
•    Internal business transactions within the University i.e. between departments. This includes University catering. In these circumstances, Internal Trading procedures via the UFS must be used.

Misuse of the card may result in the credit card being withdrawn.