If the supplier you want to use isn't on the system, you need to ask for them to be added. Search for ‘Supplier master’ in IBC to find out how to do this.

Purchasing cards

Purchasing cards allow you to purchase appropriate goods/services efficiently and cost-effectively on behalf of your school.   They should be used to make appropriate, low-value, ad-hoc purchases without the need to raise a purchase order.

Examples of when a purchasing card may be a suitable alternative to raising a purchase order are:

  • essential internet purchases
  • purchases from one-time suppliers
  • purchases from overseas suppliers
  • licences and subscriptions
  • booking conferences
  • authorised business travel and accommodation bookings (e.g. school trips, rail travel etc.).

Purchasing cards are managed through the Integrated Business Centre (IBC).

Applying for a card and making changes

Before you can apply for a card, you must complete the eLearning lesson (search for the course called Purchasing Cards). 

To do the eLearning lesson, you need to register with the Learning Zone (docx format, 1.7 MB).

Once you have completed the eLearning, you will be able to access the application form. 

Your line manager will receive your form for approval

The bank will receive the information from the admin team, process the request and send the card. This may take at least four weeks. The MasterCard and PIN number will arrive at your work address at different times.  

Search for ‘Amending purchasing card details’ in IBC to find the links to: ‘Change transaction limit’ and ‘Change your details' forms.

See Taxation and VAT.