The National Archives

1 The National ArchivesGovernment procurement card (GPC) Policy1. INTRODUCTION 32. PURPOSE OF THIS DOCUMENT 33. WHAT IS THE government procurement card (GPC)? 34. MAKING PURCHASES USING GPC Travel and Subsistence What the cardholder cannot purchase or obtain using GPC.

2 Internet Transactions Transaction Limits and General Rules 55. CHIP & PIN SECURITY PROCEDURES 66. PROCEDURES Applications for new cards Cancellation of Cards Transfer of Cards Receipt of replacement

3 card on expiry Limits and Amendments to Limits 77 HOW TO USE YOUR GPC card 78 ACTIONS ON RECEIPT OF CBO ELECTRONIC STATEMENT Cardholder actions Actions by card Approver Actions by GPC Manager 109.

4 GENERAL INFORMATION Disputes GPC Administration Transactions Declined Missing or Unrecognised Transactions card Security Checks 12 Appendix 1 131.

5 Useful Contacts 13 GPC Administration Disputed Transactions Lost/Stolen cards or to cancel a card (s) for any reason 13 Appendix 2 - Cardholder's responsibilities 14 Appendix 3 - Cardholder's Line Manager/Approvers responsibilities 16 Page 2 of 161.

6 This document outlines the policy and procedures governing the GovernmentProcurement card (GPC) scheme for purchasing across The National Archives (TNA). It outlines the roles and responsibilities of card Approvers, Cardholders andthe GPC Management Team. This policy applies to ALL elements of TNA usingthe GPC : all staff involved in the administration of the GPC or who require a GPC mustread this document prior to applying for a should also refer to Finance and procurement policies as not all policies thatgovern purchasing and payment practice in general are specifically described GPC Governance and Assurance is required within an overall framework of are as follows: Separation of duties.

7 Demonstrable audit trails. Meaningful and regularly produced management reports. Data integrity checks and compliance PURPOSE OF THIS The policy and procedures set out in this document are mandatory for all TNA staffand particularly the following: All GPC Cardholders All GPC Cardholders' Line Managers Budget Control Officers and/or TNA staff members authorised to approvecardholders' card expenditure. procurement and Finance staff involved in all processes and operationsassociated with the issue, management and use of GPC cards and thesubsequent accounting Deliberate breach of these procedures or misuse of the GPC card is a disciplinaryoffence.

8 (Refer to the Staff Handbook, for information on misuse of departmentalresources).3. WHAT IS THE government procurement card (GPC)? The GPC is a purchasing card . The GPC card is similar to personal Debit Cards andcan be used as an alternative method of payment for low value orders (typically under 1,000), purchase of goods and services and travel and subsistence costs. The GPCcard operates in the same manner as a normal "charge card " and is issued with anindividual transaction limit and a monthly expenditure limit.

9 These values dependupon card usage and may be amended with appropriate authority. All cards issuedare now Chip & PIN However, there are no "Credit" facilities and balances shown on statements have tobe paid in full each month by TNA. The application and issue process of these cardsPage 3 of 18to cardholders does not involve any individual checks on the cardholder's personalfinancial status or credit GPC is designed to facilitate high volume, low value transactions (typically under 1,000) and to provide an easy method of meeting travel and subsistence costs.

10 Itprovides the means and opportunity to improve flexibility and lower the costs ofprocurement. It is also useful for staff having to meet unexpected costs by: Effecting on-the-spot purchases up to individual credit limits Simplifying the payment of invoices by the consolidation of items onto onemonthly statement/invoice from one vendor Meeting TNA's targets for prompt supplier payment Automating the payment process and thereby supporting our goals for electronicprocurement Avoiding the expensive resolution of non-matched Each card may be issued for a period of up to three years.