Purchase Cards - FMS

main content

Overview

The University provides two different types of Purchase Card: Departmental VISA Purchase Cards and University Traveller VISA Purchase Cards.

Departmental VISA Purchase Cards

Departmental VISA Purchase Cards are for general departmental expenditure where a supplier is not able to accept an FMS order – for example, online-only suppliers.  They would typically be used for smaller value purchases, and for immediate payment to deal with unplanned circumstances.

Departmental VISA Purchase Cards are virtual cards – a card number is issued, but no physical card is issued.

University Traveller VISA Purchase Cards

University Traveller VISA Purchase Cards are for University staff who are regular travellers, and are intended to provide an efficient means of allowing those staff to incur legitimate expenses on University business, in accordance with the University's Expenses Policy, and minimise the claimant’s need to incur out of pocket expenses then reclaim those costs.  The cards are specifically for expenditure related to travel and subsistence.

University Traveller VISA Purchase Cards are physical cards, similar to any personal credit or debit card.  

 

University Purchase Cards are for business use only and under no circumstances should they be used for personal transactions.  Personal use of a University card may lead to disciplinary action.

 

 

How Purchase Cards Work

The same process applies to Departmental Purchase Cards and University Traveller Purchase Cards.

Purchase Crad - How to Document

For both types of card, the University settles the card bill centrally. 

As a condition of using the card, the cardholder is required to agree and validate transactions online on a weekly basis and to upload receipts and any other relevant documentation relating to those transactions.

All cardholders will designate a default Sub Project (budget) to which card costs will be charged, but the cardholder can, if necessary, amend the default to an alternative Sub Project (budget). 

 

Requesting a Departmental VISA Purchase Card

Please read the Departmental VISA Purchase Card Policy and Procedures before requesting a card.

To request a Departmental VISA Purchase Card:

Requesting a University Traveller VISA Purchase Card

Please read the University Traveller - VISA Purchase Card - Policy and Procedures before requesting a card.

 

To request a University Traveller VISA Purchase Card:

-       complete the University Traveller VISA Card - Request and Employee Agreement

-       complete the RBS Cardholder Application Form

-       ensure that the relevant Head of Department / School or Director has authorised the request

-       send both forms to Finance Helpdesk, McCance Building, 16 Richmond Street

Changing a limit on an existing Purchase Card

To request a change in the monthly credit limit or single transaction limit on an existing card:

-       complete the VISA Purchase Card - Request to Change Card Limits

-       ensure that the relevant Head of Department / School or Director has authorised the request

-       send the form to Finance Helpdesk, McCance Building, 16 Richmond Street

FMS Training on the use of Purchase Cards

Training material explaining how to use FMS to support Purchase Card processing is available on the FMS Training Portal:

-       Cardholders [coming soon]

-       Approvers [coming soon]

If you have any queries about Purchase cards please contact the Finance Helpdesk email: finance-helpdesk@strath.ac.uk