Fraud Attempt, Transaction receipts and much more

Owned by Marcy
Last updated: 06 Dec, 2022
4 min read

What to do if you think you might have had a fraud attempt on your card

If you don't recognise a transaction on your card, or you think you've had a fraud attempt, you should contact Barclaycard immediately - 

Report suspected fraudulent transactions
The Cardholder can contact Barclaycard on

  • 0800 0159 059
  • (+44) 1452 828 321 from outside of the UK

Dispute a transaction

Cardholders can contact Customer Services on

If it turns out there has been fraud committed, they will ask you to complete a form detailing the transaction(s). Note, you only have 60 days from the transaction date to report it.

Your card will be cancelled and a new one sent out to your home address, so make sure your address is up to date. If you have moved home, please email pcard@york.ac.uk with your new address.

Fraud should be reported to fraud-group@york.ac.uk as per the University's Financial Regulations. Please also inform your departmental Finance team.

Transaction Receipts

Please ask your Finance Officer at environment-finance@york.ac.uk  or sei-finance@york.ac.uk to give you access to your approver's Google folder. Make sure to name each PDF receipt/invoice as per screenshot so your approver will find the correct receipt.

If you are purchasing for someone else make sure you add their Name before the Item Purchased

Item Purchased - Workorder - Account Code - GBP Amount


Make sure to divide your folder per year and each year divided by month


How to cancel a card

If your card has been lost or stolen you must phone Barclaycard to report it and request a replacement (from inside the UK - 0800 008008/from outside the UK - +44 (0)1604 269452). This will be sent to your home address within 3-5 working days. 

If you move to a different department or are leaving the University, you need to email pcard@york.ac.uk, copying  environment-finance@york.ac.uk or  sei-finance@york.ac.uk, to advise of the change and destroy your card. If you will need a card in your new department, you can keep your current card, however you will need to email pcard@york.ac.uk to inform us of the change. (Complete the change of approver form you can find here).

Please ensure that all subscriptions have been cancelled directly with the provider. Failure to cancel these agreements may lead to future debts.


Paying by PayPal invoice

Sometimes it might be more convenient to pay a supplier through PayPal, particularly if it's a one off payment.

The rules are:

  1. You must not create a PayPal account that links to your card. Scroll down and tick the option that offers ‘payment by credit or debit card’. This allows you to pay as a ‘guest’.
  2. On the next ‘guest checkout’ screen, scroll down and tick the box ‘no I do not want to create an account’
  3. On the final confirmation page, click the ‘download invoice’ button to obtain a record of your payment. Your approver will need this when the transaction appears in BSM.

In order to pay for the goods via PayPal, the supplier will need to raise a PayPal Business invoice. This is particularly simple if they already have a PayPal account. If not, they just need to create a PayPal account and insert their bank details.
This solution enables a 'seller' to raise a very simple invoice which they then email to 'the buyer'.  The invoice arrives via email, the buyer opens it and pays using a University purchase card.  The money will go directly into their bank account and the transaction will appear for coding in the Barclaycard BSM system just like any other goods/service you pay for by purchase card.
 
The one thing to factor in is that Paypal take a small percentage of the 'sellers' income for providing this service, around 2.9% but check on the PayPal website to be sure as it depends on the transaction.


What is classed as a receipt? 

A proper receipt should show the supplier address and/or name, the breakdown of items  (plus VAT breakdown if applicable), the date of transaction, VAT registration number (if applicable) and the total amount due.

Note a credit card slip is not a receipt. 

Handwritten receipts are permitted from a supplier if a printed one is not available; they should be on headed or stamped paper clearly stating the supplier details, date of transaction and list the details of the items purchased.





If in doubt please email your Finance Officer at environment-finance@york.ac.uk  or sei-finance@york.ac.uk we will be happy to help.