January 22nd, 2018
Following a recent review into purchase card use and policy, amendments will shortly be made to card limits and merchant categories.
The amendments will see all UoN purchase card limits reset to £500 maximum for individual transactions and £2500 overall monthly spend. The number of merchant categories will also be reduced. In scenarios where cards are not regularly used, they may be removed.
The changes will be completed by the end of January 2018. Over the next few weeks, colleagues will have the opportunity to attend roadshows to discuss the review and outcomes in more detail.
The review into the policy and use of purchase cards was conducted by Financial Control and Procurement at the end of 2017 following the launch of the new Purchasing Policy. Its aim was to help ensure that the use of purchase cards at the University of Nottingham is consistently appropriate and justifiable.
Findings of the review showed a clear and widespread requirement for purchase card use at the university to be aligned more closely with policy. In particular, we observed that there were widespread instances of purchase card use where other channels, such as Agresso, would be more appropriate. The UoN purchasing policy, itself recently reviewed, specifies that the use of purchase cards should be a last resort.
The review also highlighted some user dissatisfaction with the Agresso finance system. A review of procurement systems commenced in spring 2017 and is currently ongoing. Key stakeholders have been involved in this review and there is expected to be further communication with end users in the near future.
All purchase card limits and merchant categories will be reset by the end of January 2018. (If, in future, a card needs to have closed merchant categories opened and/or credit limits increased then this will need to be supported by a justified business need and this will be assessed on a case by case basis).
For all future purchases, please consult the purchasing policy on the most appropriate way to make your purchase. Your finance colleagues will be able to support you in this should you require it.
You may find that purchases are declined if the specified merchant type is no longer on the system. In such cases, please contact BB-Cards@exmail.nottingham.ac.uk for further advice.
As a next step, a review of recent spend transactions will take place. This will involve contact with cardholders to discuss how the purchase card has been used.
A series of roadshows will take place during February to provide colleagues with the opportunity to discuss the purchase card review and details of the changes outlined above.
The roadshow dates are as follows:
For more details of times and locations, and to book a place at a roadshow event, please contact firstname.lastname@example.org.
You can also contact email@example.com if you would like to speak to anybody about the results of the purchase card review.
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