Credit card requests

The Union has a number of company 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 and services online or over the phone, where the supplier accepts no other forms of payment, to secure reservations or to make use of any discounts. 

Credit card request basics

Submitting a credit card request

Step 1: Login to eActivities
Step 2: Navigate to Credit Card Requests

Go to Finance > Expenditure > Credit Card Requests. The form below should appear.

Step 3: Complete the request details

Fill in the supplier name first. If the supplier does not appear on the list you will need to request a new supplier using the 'Request a New Supplier' tab.

When you have completed all the required details a new line will appear below – fill in the description, account, activity, funding, and consolidation codes together with the gross (including VAT) unit price and quantity for each item you are ordering, in line with the supplier’s quote where applicable.

 

Step 4: Submit the credit card request

When you have finished entering the details click Commit

Once submitted the credit card request must be authorised and you will be notified by email when your request has been fully approved.

To learn about the levels of authorisation please visit the Expenditure Approvals article.

 

Making the payment

Once your request has been approved, you will receieve an email confirmation with a pdf attached. To make the payment using the credit card, you will need to book an appointment with a Union card holder.

Step 1: Book an appointment

Contact the Union Reception or drop by (Level 2, Union Building, Beit Quadrangle) to book in an appointment with a card holder with the following information:

  • Full name
  • Club, Society or Project name
  • Contact email
  • Reference number and/or approved request (pdf) attached
  • Total amount
Step 2: Make the payment

Drop by the Union Reception on the day of your appointment with a copy of the approved request (pdf). The cardholder will provide you with the card to make the payment there and then, either over the phone or via an online payment portal e.g. Amazon.com.

Step 3: Provide documentation

One the payment has been made, you will need to provide the cardholder with the following:

  • A copy of the approved request (pdf)
  • Payment confirmation e.g. an email confirmation (must include information of the card used e.g. card no. 5542 ****) or an invoice (must be marked as 'paid in full' or zeroed e.g. £0.00)

Approving credit card requests

Step 1: Login to eActivities
Step 2: Navigate to Credit Card Requests

Go to Finance > Expenditure > Credit Card Requests

Step 3: Approve or reject the request

For each credit card request you will need to check:

  • Whether the Club, Society or Project needs to pay be 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,
  • Most importantly – do they have the funds to cover this expenditure?

If everything is correct you can click the Authorise button.

Rejecting a request

If the criteria listed above are not fulfilled you may need to reject the 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 cancelled if necessary.

You should reject a credit card request in the following circumstances:

  • If the expenditure is not related to the Club, Society or Project’s activities 
  • You require further information before approving
  • The CSP does not have sufficient funds and approving the purchase would leave them in debt

If you are not happy to approve a credit card request do not ignore it. Reject it stating clearly why you are not happy to approve it

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