Management Information Sheet
Data Protection and Purchasing Cards
Following a recent review of the way government procurement cards are used within Norfolk County Council we need to bring the following to your attention.
In line with data protection we intend to tighten up the way corporate credit cards are used throughout the authority. The cardholder procedures make it very clear that the card is the responsibility of the named cardholder and should not be used by anybody else. It has become apparent that in some areas this is not the case.
The Banking Team will not give out information relating to a card or card spend to anybody other than named cardholder.
If you currently operate a 'shared' card you will no longer be able to do this. Barclaycard would not support fraud or consequential loss if they could prove the purchaser was not the cardholder. It is perfectly ok to have more than one card within your team provided you have the appropriate authority. On receipt of correct paperwork a new card only takes 7-14 working days to reach the applicant.
We would also bring your attention to the cardholder transaction log, completion of this is compulsory, as set out in the cardholder procedures, including months when there is no spend.
The transaction log is a working record of all transactions within the month which enables the cardholder to keep track of spend and the finance officer to match to receipts and statements at the end of the monthly cycle. As a cardholder you should always know how much you have spent at any given time.
All card spend should be monitored to ensure that there is no inappropriate use of NCC funds.
We would also strongly recommend that all cardholders register with Barclaycard On-line, it is very simple to do and enables you to keep track of your spend, authorised and declined purchases plus it allows you access to current and previous statements.
To access Barclaycard On-line:
Go to www.barclaycard.co.uk/business . On the opening page, at the top of the page, right hand corner, select 'Register' and then select 'Register as a cardholder'. This will bring up a form to be completed. All the details at the top must be completed to create your log in ID. Hover over the 'i' buttons for guidance. Do not select 'Register as an Administrator'.
Go to the section at the bottom and complete the card details. Name on the card must be exactly as it appears on your card minus Norfolk County Council and the credit limit should have no pound sign, no decimal point and no pence. £250.00 appears as 250. Select 'register'.
The log in information must not be shared.
Finally
Employees leaving NCC - it is the managers responsibility to ensure that when a cardholder leaves NCC, their card must be returned to the manager and cancelled via the Banking Team. Contact details below.
If you have any query regarding any of this information or any other purchasing card issue, please contact the Banking Team and we will do our best to help. Our contact details for any queries are below:
Tina Henderson on 01603 222691 or tina.henderson@norfolk.gov.uk
Marlene King on 01603 222693 or marlene.king@norfolk.gov.uk
Donna Rush on 01603 222312 or donna.rush@norfolk.gov.uk
Group Inbox
In line with data protection we intend to tighten up the way corporate credit cards are used throughout the authority. The cardholder procedures make it very clear that the card is the responsibility of the named cardholder and should not be used by anybody else. It has become apparent that in some areas this is not the case.
The Banking Team will not give out information relating to a card or card spend to anybody other than named cardholder.
If you currently operate a 'shared' card you will no longer be able to do this. Barclaycard would not support fraud or consequential loss if they could prove the purchaser was not the cardholder. It is perfectly ok to have more than one card within your team provided you have the appropriate authority. On receipt of correct paperwork a new card only takes 7-14 working days to reach the applicant.
We would also bring your attention to the cardholder transaction log, completion of this is compulsory, as set out in the cardholder procedures, including months when there is no spend.
The transaction log is a working record of all transactions within the month which enables the cardholder to keep track of spend and the finance officer to match to receipts and statements at the end of the monthly cycle. As a cardholder you should always know how much you have spent at any given time.
All card spend should be monitored to ensure that there is no inappropriate use of NCC funds.
We would also strongly recommend that all cardholders register with Barclaycard On-line, it is very simple to do and enables you to keep track of your spend, authorised and declined purchases plus it allows you access to current and previous statements.
To access Barclaycard On-line:
Go to www.barclaycard.co.uk/business . On the opening page, at the top of the page, right hand corner, select 'Register' and then select 'Register as a cardholder'. This will bring up a form to be completed. All the details at the top must be completed to create your log in ID. Hover over the 'i' buttons for guidance. Do not select 'Register as an Administrator'.
Go to the section at the bottom and complete the card details. Name on the card must be exactly as it appears on your card minus Norfolk County Council and the credit limit should have no pound sign, no decimal point and no pence. £250.00 appears as 250. Select 'register'.
The log in information must not be shared.
Finally
Employees leaving NCC - it is the managers responsibility to ensure that when a cardholder leaves NCC, their card must be returned to the manager and cancelled via the Banking Team. Contact details below.
If you have any query regarding any of this information or any other purchasing card issue, please contact the Banking Team and we will do our best to help. Our contact details for any queries are below:
Tina Henderson on 01603 222691 or tina.henderson@norfolk.gov.uk
Marlene King on 01603 222693 or marlene.king@norfolk.gov.uk
Donna Rush on 01603 222312 or donna.rush@norfolk.gov.uk
Group Inbox