5X社区视频 purchasing card statements are imported to the Finance System each month. If you have used your purchasing card within the previous month, you will receive a notification to complete a task in the System. This task ensures that each transaction is coded to the correct budget, after which the transactions will be authorised electronically by the relevant budget holder.
- 1. What should I do with my purchasing card receipts?
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To ensure that appropriate authorisation consideration can be given, receipts should be attached to the purchasing card statement within the finance system to demonstrate that the correct procurement process has been followed, that value for money has been achieved, the purchase is an appropriate use of funds and that it is being charged to the correct budget.
Receipts must be clear and show all relevant details to meet VAT requirements, and enable the budget holder to review and authorise the transactions.
If you need further assistance, please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk.
Paper receipts do not need to be retained so long as a clear digital image is attached in the finance system.
- 2. When will I receive my monthly purchasing card tasks?
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You will receive a Finance System notification when your tasks are ready to action. This will normally be around the 1st of the month.
Please note, if you have nil expenditure in a given period you will not receive a statement task.
All purchase card tasks should be completed by the 10th of the month.
- 3. How do I access the Barclaycard Portal to view my statement online?
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Purchasing cardholders are set up by default to receive their statements electronically on the Finance System, however the Barclaycard Portal also allows you to view your statements online.
Instructions on how to log in to this service are available here:
- 4. Why do I have to complete my purchasing card tasks?
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The practical effect of not coding and authorising purchasing card transactions is that this expenditure may not be recorded in the correct project or cost centre, and the expenditure type may also need to be corrected. In the case of research projects, this could lead to financial or reputational risk through incorrect claims being made to funders.
Delays in completing the tasks also mean that the Finance System ‘funds checker’ may not work correctly so budgets become overspent.
The expectation has been agreed with the 5X社区视频 Leadership Team that, in the normal course of events, every cardholder will routinely meet their obligations or will voluntarily hand back their card.
The Finance Division will monitor compliance on behalf of Heads of School and Directors of Professional Services. After a period of three months of non-compliance, or repeated non-compliance, Heads of School and Directors of Professional Service will be asked to put alternative purchasing arrangements in place so the card can be withdrawn.
We are happy to offer refresher training in coding and authorising purchasing card transactions, and any other aspects of purchase card use, to all users. If you would like to arrange this please contact the Finance Service Desk.
- 5. Can I nominate someone to code my purchasing card transactions on my behalf?
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Yes, please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk with the name of the member of staff you would like to nominate.
When the next round of transactions are due to be coded, the nominated member of staff will receive the task to action. You, as the cardholder, will receive a task to check the coding is correct prior to authorisation, as this ultimately remains your responsibility.
- 6. Can I amend the account and subproject codes?
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Yes, you can amend both the account and subproject codes.
Account codes - If you are unsure of the account code, the field help button will provide a list of options. Account codes beginning with a 3 or 4 are auto populated from the Barclaycard data. The description of the code is displayed under the code when the line is highlighted.
Where an item could not be auto-populated from the Barclaycard data, the system will enter a default code beginning with a 9. This needs to be updated with an appropriate account code in order to proceed.
Subproject codes - The subproject code displayed is the code provided on your original cardholder application form. Amend this code if necessary. If you wish to change the default code permanently, contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk
If you need further assistance, please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk
- 7. Which tax code should I use?
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Please enter PG if you have a VAT receipt that states the VAT amount and Company VAT number.
Please enter PE if you do not have a VAT receipt or your receipt is from overseas.
If you require further help please contact the Finance Service Desk: FinanceServiceDesk@sussex.ac.uk.
- 8. Should I leave the default Barclaycard description in the transaction?
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No, please amend the description to ensure the authoriser has enough information (alongside the receipts) to authorise the purchase.
- 9. How do I record a purchasing card cash withdrawal?
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Either:
- Complete the PCARD Cash Adv Approval task to confirm that the cash withdrawal was received.
- Submit an out of pocket expense claim that matches your expenditure to properly record the expenditure against the approved budget, and retrospectively authorise purchases in the Finance System.
If you require further assistance please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk.
- 10. If I have cash left over from a withdrawal, what should I do?
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If you have unused cash, please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk for guidance on how to return this.
- 11. How do I print a list of my purchasing card transactions?
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In the Finance System, navigate to Reports - Global reports - Accounts payable - Purchase card transaction list.
Leave the default period as it is, enter the last 8 digits of your card number in the 'Card no. like' field and press search.
If you require further assistance please contact the Finance Service Desk at FinanceServiceDesk@sussex.ac.uk.
