Credit Card Requests

Making Credit Card Requests

The Union has corporate credit cards that can be used where no other method of payment is possible or practical in the circumstances. It is used to purchase goods/services online where the supplier accepts no other forms of payment, to secure reservations or to make use of any discounts.

Credit Card requests and purchases follow the below process:

To make a credit card request, go to Finance > Expenditure > Credit Card Requests

Complete all the details in the form that appears. If your supplier is not available, you will need to request it be added by clicking the 'Request a new supplier' tab.

When you have completed all the required details, fill in the description, account, activity, funding, and consolidation codes together with the Gross (inc. VAT) Unit Price and quantity for each item you are ordering, in line with the supplier’s quote where applicable. When you have finished click 'Commit'.

Once submitted the Credit Card Request must be authorised and you will be notified by email when this happens.

Approving Credit Card Requests

To approve credit card requests you need to have signed your Financial Responsibility Form and returned it to the Student Activities Centre. You will also need to have completed the Key Information and Approving Expenditure quizzes. If you have a credit card request to authorise you will receive an automatically generated email –login to eActivities select Finance, Expenditure then Credit Card Requests.

Approving Credit Card Requests

For each credit card request, you will need to check whether the Club, Society or Project needs to pay by credit card, whether what is being ordered is appropriate for the Club, Society or Project, that the transactions and VAT codes are correct on each line and most importantly – do they have the funds to cover this expenditure? If everything is correct you can click the Authorise button.

Rejecting Credit Card Requests

You may sometimes need to reject a Credit Card Request, when clicking the 'Reject' button you will be prompted to enter a reason and given the option of who to reject it back to. Please ensure you make this reason clear so that the problem can be corrected and resubmitted or the Credit Card Request canceled if necessary. You should reject a Credit Card Request if it is not related to the Club, Society or Project’s activities, you want further information before approving the Credit Card Request, or the group does not have sufficient funds and approving the purchase would leave them in debt.

If you do not want to approve a purchase order DO NOT IGNORE IT - reject it and state your reasons for rejection. 

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