Suppliers
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
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 best practice for purchasing cards is for the School Finance Officer to be the cardholder and the Headteacher to be the approver.
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.
If you intend to act as a card approver you will also be requested to complete the same eLearning module but will not be required to complete the application form. Instead, a screenshot that you have successfully completed the eLearning module will need to be sent to the Finance Helpdesk for verification.
Using purchasing cards (procurement cards)
Purchasing cards are the preferred option for ad-hoc purchases e.g. licences and subscriptions, conferences, and purchases from suppliers. They can only be used for suppliers who accept payment via Mastercard.
Search for ‘Using a purchasing card’ in IBC for additional guidance on using purchasing cards.
Purchasing cards are like any other Mastercard and can be used similarly. Caution must be used when using a card like your own credit/debit card. Cards are issued to individual cardholders, so they cannot be used as “team” cards. To address this issue, please ensure that when you register your card, you assign your own work email address. Shared mailbox email addresses will not be accepted.
Read the guidance on the use of cards in-store, over the phone, and on the Internet. Some general tips are as follows.
- Never reveal your PIN.
- Always gain your line manager’s approval before making a purchase
- Use reputable suppliers
- Get a VAT receipt/invoice
- Ensure ALL receipts are uploaded into the Smart Data Online (SDOL) System. Search for ‘Monthly management of purchasing card’ in IBC for guidance on how to upload receipts.
Transaction limits
The standard transaction limits set up by default and are inclusive of VAT are as follows.
- single transaction limit of £500
- monthly transaction limit of £2,500
Some cardholders have higher and lower limits based on the individual needs of their service and the scheme of delegation.
Transaction limits can be changed on a temporary or permanent basis by completion of the change of transaction limit form.
Change of details and cancelling a card
You can make the following changes to your card by completing a change of details form.
- Change of name
- Change of workplace address
- Change of default cost centre
- Change of approver
- Cancel the card
Cancelling a card for a Schools leaver
If you are the approver or line manager of a cardholder who is leaving the school, please ensure that you cancel the employee's card by completing the change of details form (cancel the card) on their last day of employment.
Search for ‘Amending purchasing card details’ in IBC to find the links to: ‘Change transaction limit’ and ‘Change your details' forms.
Reconciliation/checking transactions
When you have purchased goods or services using a card, you will need to log in to the SDOL system to check the transactions. Details you will need to check are that the correct GL code and cost centre has been used and that VAT is coded correctly in accordance with the VAT receipt for the transaction.
Guidance on this can be found by searching for ‘Monthly management of purchasing card’ in IBC. See Taxation and VAT guidance on how VAT should be coded on Purchasing Cards. If there is no VAT applicable or if you don’t have a valid VAT receipt, then you may not claim for VAT. Once you have checked the transaction, you can tick the “Reviewed” box. Your line manager must then ensure they approve the transaction by ticking the “Approved” box.
Transactions must be reviewed and approved by the 15th of the month. This task can be completed between the 20th of the previous month and the 15th of the current month as you are reviewing expenditure on the previous months card spend. Note that this review does not have to be done in one go as you can log into the SDOL system between the review period at any time and part review and validate your transactions. This will avoid any last-minute time constraints and allow you to take time in correctly validating your card spend .
The reviewing and approval of transactions are monitored monthly. If a cardholder fails to review their transactions for three consecutive months their senior service manager will be contacted, and their card will be suspended. Each month of noncompliance the card holder and their approver will receive email notification advising them of this.
Search ‘Monthly management of purchasing card’ in IBC for user guides for both cardholders and approvers.
Queries
If you have a question about purchasing cards, you can raise an IBC enquiry. This includes if you need a GL code to be added to the drop-down box in the SDOL system. When you raise an IBC enquiry you need to select Shopping & Suppliers as the type and Purchasing Cards as the sub-type.
You can also email the Finance Helpdesk for a copy of the cardholder reporting user guide and the purchasing card policy.