Purchase cards can be used all over the world.
Purchase cards
The NatWest Purchasing Card is a corporate credit card and can be used to pay for goods and services of low value, conference and seminar fees, accommodation charges, vehicle hire and other travel expenses and for goods bought from approved University suppliers. Staff using these cards cannot obtain cash.
Each month Finance Services issues a statement to each cardholder detailing the charges made to their card during the previous month. The cardholder must then provide the details (on a form) and associated VAT receipts to the Purchasing Card Coordinator. The funds from the appropriate devolved University budget are then drawn down. Each cardholder and his/her line manager should treat these statements as they would a supplier’s invoice. The University settles the debt through a monthly payment by direct debit.
Manual purchase orders
This form is to be used ONLY when paying by purchasing card AND the supplier insists on a purchase order. This type of order must only to be used to support a purchasing card transaction. For current suppliers, APTOS or Parabilis purchase orders MUST be used.
Download the manual purchase order template.
Apply for a purchase card
To apply for a card please request an application form from Dave Mason
For assistance completing the application form please contact Dave Mason or Procurement.
Helplines
There are two helplines manned by NatWest staff. These are:
- Cardholder helpline
Tel. 08709 093702
8am-6pm weekdays, 9am-1pm Saturdays
- Lost or stolen cards
Tel. 0870 6000459
24 hours a day seven days a week.
Card cancellation
If you wish to cancel a card, please email details of the card: name of holder and card number to Dave Mason.
It is important to remember to cancel cards when cardholders leave the employment of their college, or service, as well as when the cards are no longer required.
A card must be destroyed before it is discarded or returned to Dave Mason by cutting vertically through the magnetic strip.
Lost or stolen cards
Each card is for the exclusive use of the cardholder, who must ensure that it is kept safe at all times. If a card is lost, or stolen, the cardholder must report this to the NatWest card loss centre at once (see help lines above for telephone number), or the NatWest caller service can be used for this purpose. Full instructions appear on the reverse of the NatWest caller card supplied with the purchasing card.
If the card is subsequently found, it must not be used but destroyed by cutting a vertical line through the magnetic strip and then discarded. The cardholder, or Dave Mason, must inform the bank that the card has been recovered and destroyed.
If yout card is lost in the UK a replacement card will be despatched within seven working days together with a new NatWest caller card if requested.
Cards lost abroad should be reported immediately to the bank and to Dave Mason and if necessary an emergency replacement card ordered by telephoning either the UK card loss centre or the appropriate VISA global assistance centre.
VISA Global Assistance will normally provide a temporary emergency replacement card within one to three working days. The replacement card may be delivered by courier, or collected by the cardholder from a designated emergency service centre.
Note: some electronic machines may refuse to accept the temporary emergency card. In such circumstances, the supplier should be asked to process the transaction on a paper voucher.
A permanent replacement NatWest purchasing card will be issued on the cardholder’s return to the UK along with a new NatWest caller card if requested.
Credit limits and individual transaction limits
When an application for a card is accepted an individual credit limit will be agreed with the potential cardholder. An individual transaction limit may also be set on the card. Both of these limits may be changed during the lifetime of the card by application to Dave Mason.
Incorrect amounts billed or refunds not applied
Discrepancies between the cardholder’s record and the card statement should be resolved with the supplier concerned. If the discrepancy remains unresolved or the supplier cannot be identified, the cardholder should call the helpline and then confirm the error in writing, enclosing copies of the voucher and statement. A copy of this correspondence should be sent to Dave Mason.
If an expected refund does not appear on the next statement a copy of the statement which shows the original transaction with a copy of the refund voucher or other documentation and details of the discussions with the supplier should be sent to Dave Mason in order that he may ensure the matter is resolved.
Disputed transactions
VISA international scheme rules allow the card-issuing bank under certain circumstances to claim back money from a supplier but only within a limited time span. NatWest must be informed in writing of any disputed transaction, which cannot be quickly resolved with the supplier. This notice must be given as soon as possible and preferably within four weeks of the statement date.
Commercial Card Service
NatWest Card Centre
Southend on sea
SS99 6YY
NatWest will assist the cardholder to resolve any problem with refunds but under the VISA international scheme rules, NatWest will only be able to begin investigations on the cardholder’s behalf once 45 days have passed since the date of the agreed refund.
Transactions abroad
NatWest card transactions undertaken whilst abroad will be converted into sterling at a rate determined by the bank once the transaction is received by us and applied to the cardholder’s account. Rates can be subject to continuous fluctuation.
Refunds received from abroad will not necessarily be for the same sterling amount as originally debited due to differing exchange rates at the time the refund is credited to the account.
Queries on goods
If the cardholder rejects goods purchased as unsatisfactory he/she should inform the supplier immediately and try to reach an agreement to return the goods and obtain a refund. NatWest is unable to become involved in any disputes between the purchaser and supplier over the quality or suitability of goods or services purchased. The supplier should arrange for a credit to be made to the NatWest corporate account, which will appear on a subsequent statement. To aid reconciliation, NatWest suggest the cardholder retains a record of the credit at the time the goods are returned, rather than waiting for the statement to arrive. Refunds from abroad may vary from the original transaction amount due to exchange rates.
Goods not supplied, or the wrong goods supplied
If an item is charged to the cardholder’s account but the goods or services ordered have not been received or are incorrect, the cardholder should contact the supplier to confirm that the goods have been supplied or the correct goods are being despatched.
VISA international scheme rules state a refund can be claimed from the supplier only after allowing 60 days from the transaction date for the delivery of the correct goods.
Note: In the event of disputes with suppliers of goods bought online, staff should note that the contract law established within the host country of the supplier (and in the case of the USA, the law established within the host state of the USA) will set out (and possibly restrict) your rights of redress against the firm.
