CORPORATE CREDIT CARDS POLICY - CONDITIONS OF USE & OPERATIONAL PROCEDURES

Sep 24, 2026

Upload by Adam

Corporate credit cards are provided by the University’s bank on behalf of the University of Glasgow to enable staff to meet necessary business travel expenditure. The policy sets responsibilities for cardholders, acceptable spending categories, approvals and compliance requirements, travel booking rules, cash withdrawal restrictions, and limits on credit exposure. It also requires proper supporting documentation such as valid receipts and explanations, covers anti-bribery training, authorisation procedures, and actions taken for misuse or non-allowable spend.

LanguageEnglish

CategoryLetters

FormatPDF

Pages11

Reading Time4 min

AccessFree to download

1.0 Introduction

2.0 Cardholders’ Responsibilities

3.0 Allowable Expenditure Categories

4.0 Reason for limiting Expenditure Categories

5.0 Alternative Methods available to Purchase 'Other Items'

6.0 Compliance Regime

7.0 Travel Booking Policy

8.0 Rules and Regulations

9.0 Cash Withdrawal

10.0 Time Limit for Coding Transactions

11.0 Authorisation

12.0 Authorised Signatories Responsibilities

13.0 Role of Systems Administrator

CORPORATE CREDIT CARDS POLICY CONDITIONS OF USE & OPERATIONAL PROCEDURES Page 1.0 Introduction 2 2.0 Cardholders Responsibilities 3 3.0 Allowable Expenditure Categories 5 4.0 Reason for limiting Expenditure Categories 5 5.0 Alternative Methods available to Purchase ‘Other Items’ 5 6.0 Compliance Regime 6 7.0 Travel Booking Policy 6 8.0 Rules and Regulations 6 9.0 Cash Withdrawal 8 10.0 Time Limit for Coding Transactions 8 11.0 Authorisation 8 12.0 Authorised Signatories Responsibilities 8 13.0 Role of Systems Administrator 9 1.0 Introduction A corporate credit card is a credit card provided by the University’s bank, on behalf of the University of Glasgow. Corporate credit cards provide cardholders with a convenient means to meet necessary expenditure whilst on business travel. Expenditure incurred by means of the card is subject to the University’s Financial Regulations in the same way as expenditure incurred by other means. All expenses incurred using the Corporate Credit Card should be in line with the existing University Expenses Procedures which can be found at Expenses Policy The card is available to those members of staff who undertake significant and regular travel on behalf of the University. Details of the application procedure can be found at the Procurement Office webpage. There are some significant additional considerations to consider in relation to corporate credit cards and these are outlined in this document. The provision of a corporate credit card places on the cardholder a high degree of financial responsibility and duty to act with care. In addition to the Expenses Policy all applicants for a corporate credit card must familiarise themselves with the following policies: • Procurement Policy • Financial Regulations • Conflict of Interest Policy • Anti-Bribery and Corruption Policy • University Travel Booking Policy • Gifts & Hospitality Before a corporate credit card will be provided, all applicants must undertake and successfully complete the Anti-Bribery & Corruption training on Moodle, the training can be found at Anti-Bribery & Corruption Training It is important to recognise the limited use to which the card can be put (see Section 3.0) and the alternative means of purchasing “other” items of expenditure (see Section 5.0) . Equally important is the need to comply with the set limits placed on certain categories of allowable expenditure (see sections 8.8 to 8.10 inclusive) . It is also important that cardholders comply with the various reporting requirements associated with these procedures including the need to ensure that each item on the corporate credit card statement is supported by a valid receipt and that an adequate explanation for the expenditure being incurred is provided (see section 8 . 2) . Of equal importance is the requirement to provide the necessary supporting information in the event of business entertaining expenditure being incurred (see section 8. 11) . Use of the card for personal items of expenditure is not allowed. The use of the card for personal expenditure will result in the withdrawal of the card and disciplinary action. The card shall not be used to purchase any form of equipment (including computer items or accessories), books, subscriptions, conference, or internet purchases where there are alternative University purchasing procedures already in place e.g. departmental purchasing cards. Any expenditure deemed non-allowable will be deducted from salary at the full discretion of the Finance Office. Cards will normally have a maximum credit limit of £5,000 . In certain exceptional cases, for example where an individual is frequently travelling on University business, a higher limit may be permitted. Any individual requiring a temporary increase to their card limit can request this by contacting the Finance Office a week before the trip is due to start. Cards will not have large credit limits (more than £

FAQs

Who is eligible to receive a University corporate credit card?

Cards are available to staff members who undertake significant and regular travel on behalf of the University. Application procedures are provided via the Procurement Office webpage.

What responsibilities and usage restrictions apply to cardholders?

Cardholders must incur expenditure wholly, necessarily, and exclusively for the duties of employment. Personal use is not allowed and non-allowable expenditure may be deducted from salary at the Finance Office’s discretion.

Are there limits on spending categories, cash withdrawal, and transaction timing?

The policy limits certain categories of allowable expenditure and requires supporting receipts and explanations for each statement item. Cash withdrawal is not permitted, and transactions must be coded within the stated time limit.

Sep 24, 2026

Upload by Adam