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FI 15 Purchasing Cards

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FI 15 Purchasing Cards


Purchasing cards are the preferred method of expenditure for purchases not exceeding £1,000 for school business. Only approved Purchasing Cards issued by the Authority may be used. Procedural guidance on the use of purchasing cards is available on the SchoolsWeb.


15.1  The application request for a card must be signed by the Cardholder’s Manager e.g. Headteacher or Chair of Governors.

15.2    The Cardholder is responsible for the security and use of the Purchasing Card, which must be operated in accordance with guidance issued by the bank. Both the bank and the Head of Finance reserve the right to revoke the card application.

15.3    Each cardholder has a maximum single transaction limit and Monthly credit limit, which is set by the Headteacher or Chair of Governors up to a maximum of £5,000 each.

15.4    Purchasing card procurement must be not be used to replace the requirements of purchase orders and contracts see Standing Orders relating to Contracts and the relevant Financial Regulations.

15.5    VAT regulations apply to the Purchasing Card and VAT invoice must be obtained from the Supplier in order for you to reclaim the VAT. Details on the VAT Regulations are available on SchoolsWeb.

15.6    The Purchasing Card may only be used to procure goods and services on behalf of the school and in accordance with the Purchasing Card Procedures available on the SchoolsWeb. Failure to do so will result in the card being withdrawn from an individual, and possibly the individual school or all schools. You must not, under any circumstances, use the card for personal or private use.

15.7    Non Local Bank Account Schools only: Each cardholder is required to code transactions within Barclaycard Spend Management and get these coded transactions approved as per the instructions on SchoolsWeb.

15.8    On the Cardholder leaving the employment of school, the Headteacher is responsible for ensuring that the card is returned to the Authority.

In the case of long-term absence (e.g. Maternity leave) the card should be handed to the Headteacher for safekeeping.

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