credit cards for schools guidance for cardholders issue of cards 1. before being issued with this card you must return a s

Credit Cards for Schools
Guidance for Cardholders
Issue of cards
1.
Before being issued with this card you must return a signed copy
of this guidance to the Office.
2.
You will be personally responsible for the card and for reporting
it lost or stolen.
3.
On receipt of the card, you must sign for receipt and undertake to
comply with the conditions of use.
4.
You must comply with the Bank’s instructions on what procedures to
follow if their card should be lost or stolen.
5.
If you leave the school, you must return your card together with
all supporting documentation to the Head or his/her nominee
6.
If you fail to comply with this guidance may be required to
surrender your card.
Approved transactions
1.
You will be required to reimburse the school for any transactions
which are not approved.
2.
The monthly limit per card will be £XXXX and the transaction limit
will be £XXX.
3.
You must not make cash withdrawals.
4.
You must not use the card for personal purchases.
5.
You must ensure that you have approval from the appropriate budget
holder in accordance with the school’s scheme of delegation and
that there is sufficient budget available before making any
purchase.
6.
You must ensure that contract standing orders, procurement rules
and regulations are being followed.
7.
Credit cards can only be used where it is not possible to make
normal commercial credit arrangements i.e. order – goods received
– invoice.
8.
Credit cards may be used to make purchases from the internet or
from high street suppliers but not for building works or utility
bills.
9.
Payment in advance of receipt for goods and services with the
credit card is permitted provided schools can demonstrate that by
doing so they obtained best value.
10.
You must ensure that you obtain full VAT receipts for all relevant
purchases.
11.
When making purchases from internet suppliers;
*
You should provide the e-mail address of the Bursar;
*
Goods and services must be delivered to the school not to your
private address;
*
You should always check that you are not being overlooked when
using a credit card online. Many secure Websites use password
access to authenticate cardholders and passwords must remain
confidential;
*
On-line purchases should only be made on a secured web page. A
secured page should have a little padlock (that is locked)
displayed in the lower right corner of your browser. The web
address will start “https” (other Web sites normally start
“http”). Cardholders can check the level of security that the
site has in place by moving your mouse pointer onto the
padlock to see what number is displayed. If the number is less
than 40 the site should not be used for on-line purchases
because this does not give a sufficiently secure connection to
protect sensitive, financial or personal information;
*
You should never give personal details that are commonly used
for identity verification (e.g. mother's maiden name) over an
insecure internet connection. Even over the telephone, this
information should only be given if the company ABSOLUTELY
requires it.
Record keeping
1.
All receipts and delivery notes should be handed to the Bursar at
the earliest possible opportunity
2.
You must keep a transaction log which you should retain in case of
queries.
3.
You should hand a copy of the transaction log to the Bursar at the
end of each statement period.
4.
The Bursar will be responsible for reconciling the individual
transactions with the statement
5.
Payment of the credit card statement will be by direct debit from
the schools own bank account
Undertaking by the cardholder
School name…………………………………………………………….
Card holders name……………………………………………………….
I confirm that I have received
Credit card number………………………………………………………
For use with bank account number………………………………………
I confirm that I have read and understood the guidance for cardholders
and the Bank’s Credit Card Terms and conditions and I undertake to
comply with these conditions
I herby authorise the Headteacher /Governing Body to deduct from my
salary or any other amounts due to me the value of any unauthorised
transactions incurred
I recognise that the Head /Governing Body reserves the right to
withdraw the card at any time
Signed……………………………………………………… Date….........................
Retain a copy for yourself and return a copy to the School Office

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