Approval
Purchase card applications should be approved by the HoD or DHFO.
Card transactions should be approved by the DHFO, Admin Manager or line manager.
Card limit increases should be approved by the Admin Manager.
Permanent card limit increases should be approved by the HoD or DHFO.
A change of approver should be approved by the HoD or DHFO.
There are 2 forms to complete, you must complete both
- Complete the internal form Request for the Issue of a purchase card, internal form (MS Excel
, 14kb) Note you must get approval from your Head of Department or Deputy Head of Faculty Operations prior to submitting your form. - AND complete the GPC BC cardholder application form (PDF
, 475kb)
For guidance on how to complete the form please read the instructions on the right under the “Barclaycard cardholder application form guidance” heading. - Your new card will be delivered to your home address within 5-7 working days. You will also be sent a PIN and a PINsentry device (card reader) which is used for accessing the Barclaycard Spend Management system and may be used to generate a PIN as further security verification for online purchases.
Barclaycard cardholder application form guidance
Please read the instructions below before submitting your completed forms, mistakes in your application will cause delays. Prospective cardholders should only complete the sections highlighted in yellow on the Barclaycard form as follows:
| Section | Guidance |
|---|---|
| Section A, question 5 | Please insert your default workorder and department name (Contact your finance assistant for these details at environment-finance@york.ac.uk or sei-finance@york.ac.uk). |
| Section A, question 6 | Please amend expenditure limits if required - please note that a single transaction limit in excess of £2000 and/or a monthly limit in excess of £5000 will be queried. Applications for limits under these thresholds can be processed without a need for further clarification. |
| Section A, question 8 | Option B is the default and shouldn't be amended unless essential. Please note that option A (which includes the ability to withdraw cash from an ATM) is restricted to those who are travelling to countries where cards are not readily accepted and cash has to be used. If you select option A, you will be asked to justify your reasons. Option C, to restrict your spend categories, is not advised as merchants aren't always registered under the category you might expect, meaning your purchase could be blocked. Please select option C and tick all category groups that you require. Please do not tick groups 13 or 32 as these will not be permitted. |
| Section B, question 10 | Please complete this whole section. Please note, the password is for communicating with Barclaycard and NOT for use on the online system, you will be able to change your password once your card arrives should you wish by contacting Barclaycard by phone. |
| Section B, question 13 | Please complete all contact details. |
Changes to the Cardholder's Account
- To request an increase in the spending limit on your card please complete this form copying in your Line Manager: Request to temporarily increase card limit form (MS Excel , 10kb) Card limit increases should be approved by the Admin Manager.
- To change the card transaction approver please complete this form, copying in your line manager, Admin Manager or Deputy Head of Faculty Operations: Change of approver request form (MS Excel , 11kb)
- To add or amend a delegated administrator (who will code transactions on the cardholder's behalf) please complete this form: Change of/New delegated administrator (MS Excel , 10kb)
- To change the registered home address. Cards, devices and correspondence will all be sent to the cardholder's home address so it's important this is kept up to date. The Barclaycard Spend Management system isn't connected to MyView, so updating there won't amend your address on BSM. To change your home address please complete this google form: Change of address form
- If you've changed your name, please forward a certificate detailing the name change eg marriage certificate, decree absolute to pcard@york.ac.uk