CREDIT CARD POLICY
AND PROCEDURES
Revised: Autumn 2013
Approved by the Board: Autumn 2013
To be reviewed: Autumn 2015
CREDIT CARD POLICY AND PROCEDURES
1.
Scope
From time to time the school may need to purchase goods or services companies
that will not invoice but will only accept direct payment or. In order to take advantage
of these best value offers, or to make occasional purchases where invoicing is not
possible or unduly complicated, the Board of Governors of the Thurlow Educational
Trust has approved the holding and use of school credit cards.
2.
Aim
The aim of this policy is to ensure the effective management of, and robust
procedures for the proper use of, the school credit cards.
3.
Responsibilities
The Operating Committee will review this policy annually and recommend approval
by the full Board of Governors. The School Business Manager has overall
responsibility for implementing credit card policy and procedures.
4.
Terms and Conditions of Use
4.1
Issue and Safekeeping of Credit Cards
4.2

The issue and reissue of credit cards will be authorised by the Operating
Committee.

The School Administrator is to be responsible for the establishment and
maintenance of a central record of all credit card users and credit cards issued,
detailing card numbers, spending limits, issuing and expiry dates.

Credit cards will not be issued to, or be used by, any member of staff who has not
signed the Policy and Procedures Acceptance Form, see Annex A.

The recipient is to sign the card immediately upon receipt.

Credit cards are to be kept secure at all times.

A written record of PIN numbers must not be kept.

On leaving the employment of the Thurlow Educational Trust, the credit card
must be returned to the School Administrator, with a full account of any
outstanding expenditure. The School Administrator will advise the credit card
company to block further transactions against that card, and the card will be
destroyed.
Loss or theft of credit cards
If a credit card is lost, the cardholder/user must:

Contact Barclaycard immediately. A 24 hour service is provided for this purpose
– telephone number 0844 822 2111, quoting card number. A delay in contacting
1
Revised: Autumn 2013
Approved by the Board: Autumn 2013
To be reviewed: Autumn 2015
CREDIT CARD POLICY AND PROCEDURES
Barclaycard may result in unauthorised use of the credit card for which
Rosemead Preparatory School may hold the card user liable.
4.3
4.4

Inform the School Administrator as soon as is practicable.

Inform the police if loss is a result of theft, obtaining a report number.
Use of Credit Cards

The card is only to be used for business related purchases where there is not a
more cost-effective way of making the purchase.

For all credit card purchases a purchasing order form is to be completed and
passed to the School Purchasing Officer for action. The order will then be
processed by the School Purchasing Officer using the current purchasing
procedures. All credit card receipts/invoices are to be passed to the School
Business Manager.

Where a card is used for an off-site purchase the receipt must be passed to the
School Business Manager for authorisation

The card must not be used to withdraw cash.

The cards must not be used for personal expenditure under any circumstances.
Payment and Coding
The School Business Manager will:
5.

Keep a record of the total charge expected each month.

Check the credit card statement against the individual invoices.

Input the total amount on the credit card statement onto PASS immediately the
School’s account is debited by the bank.

Input the individual transactions on PASS ensuring the charges are passed to the
individual ledger codes.

Ensure that the correct amount has been charged to the bank statement.

Ensure payment of the monthly account is made by direct debit in order to ensure
any charges are avoided.
Monitoring
Usage of credit cards will be subject to regular review by the School Business
Manager.
The School Business Manager’s card will be reviewed by the Headmaster.
Unauthorised use of credit cards will be subject to investigation and may result in
potential reclaim from the card user, withdrawal of card and/or disciplinary action.
2
Revised: Autumn 2013
Approved by the Board: Autumn 2013
To be reviewed: Autumn 2015
CREDIT CARD POLICY AND PROCEDURES
6.
Authorised holders and users
6.1
Holders and Users
The authorised holders of the School Credit cards are:





Headmaster
School Business Manager
School Administrator
Head of Pre Preparatory School
Purchasing Officer
No other person may use the School Credit cards.
Signed:
……………………………………………
Date:
……………………………………………
Policy review date:
……………………………………………
3
Revised: Autumn 2013
Approved by the Board: Autumn 2013
To be reviewed: Autumn 2015
CREDIT CARD POLICY AND PROCEDURES
ANNEX A TO CREDIT CARD POLICY AND PROCEDURES
POLICY AND PROCEDURES ACCEPTANCE FORM
I have read and understand the Credit Card Policy and Procedures and confirm that I will
adhere to these in my use of the card provided.
……………………………………..
Card Holder/User
………………………
Date
……………………………………..
School Business Manager
………………………
Date
4
Revised: Autumn 2013
Approved by the Board: Autumn 2013
To be reviewed: Autumn 2015
CREDIT CARD POLICY AND PROCEDURES