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University Credit Cards

General Overview

The University’s Credit Card provider is Lloyds bank.  Registered cardholders and approvers will have access to the Lloyds Credit Card System in order to manage their corporate card transactions.

Credit Cards should be used predominately for travel and subsistence expenses whilst on University business.  As per the University’s Travel Policy (PDF, 623 KB), cards may be used to self-book travel up to a maximum of £300. More expensive travel should be purchased through DP&L, the University’s Travel Provider by emailing st-andrews@dpandl.co.uk or by calling on 01334 474 404 once the travel has been authorised by your line manager.

Credit cards may be used for hospitality and entertaining of University guests, where this has been approved by your line manager.  Please note the guidelines and information requirements set out in the University’s Expenses Policy.  

Cards may also be used for purchases where a supplier account does not exist on Aptos and where there is no repeat business with the supplier. Where there is expected to be ongoing use of a supplier, a new vendor request form should be raised so that the supplier can be set up on Aptos.

Applying for a University Corporate Card

Please go to the Procurement Web Page where you can download the necessary forms and the application process is explained in full detail.

Card applications normally take at least 7 -10 working days to be processed.

Getting Set-up

All cardholders must sign up to the University’s Credit Card Policy (PDF, 98 KB), and must also have completed training on the Lloyds Credit Card System before receiving their card. 

Please email creditcards@st-andrews.ac.uk x2519 for details of available training.

Once you have been set up on the Lloyds system, you will be sent login details via an automated email.  When you receive this email, please log in to the system and set up your email as instructed in Lloyds Quick Guide 1 - Logging in and setting up email (PDF, 269 KB) and / or section A of the User Manual - Credit Card Holder (PDF, 5,902 KB).

Making Purchases on your card

You should always obtain an itemised receipt for each purchase made on your credit card.  Always ask for an itemised receipt in preference to a credit card slip.

It is best practice to photograph or scan your receipts as soon as you have made a purchase so that they do not get lost. You can email them straight to the Lloyds system - see Lloyds Quick Guide 2 - Purchasing goods and emailing receipts (PDF, 226 KB), and/or section B of the User Manual - Credit Card Holder (PDF, 5,902 KB) 

If you do not have a receipt, or if you have lost the receipt, you must still upload an image to the database.  Please use the Replacement Receipt Image (PDF, 146 KB), or Forex Fee - Replacement Image (PDF, 156 KB) as appropriate.

Do NOT code any transactions without a receipt to a research grant code (S***) as funders will not accept claims without supporting documentation. Forex fees can be charged, but the Trip name must be clearly stated so that it can be matched to a transaction on the grant claim.

Make sure that you are aware of your credit card limit to ensure that purchases are not declined.  Your credit limit can be checked at any time on the Lloyds system - see Lloyds Quick Guide 8 - Checking your credit limit (PDF, 174 KB). Please note that for fraud prevention purposes, credit limits are kept deliberately low and should only be raised in exceptional circumstances.  Should you need a temporary increase, please email creditcards@st-andrews.ac.uk or phone x2519.  If you would like to request a permanent increase, please email the Chief Financial Officer on findir@st-andrews.ac.uk stating the business reason why a permanent increase is required.

If you encounter any problems whilst using your card, or if your card is lost or stolen, please call Lloyds Customer Service on 0800 096 4496 (+44 1908 544 059 if abroad).  Please note that for security purposes, Finance cannot speak to Lloyds on your behalf, it must be the cardholder who contacts Customer Services.  These telephone numbers can also be found on the back of your corporate card.

Coding transactions and documenting the business purpose

All purchases must be coded up and submitted for approval within 30 days of spend. Failure to comply with this may result in your card facilities being suspended or withdrawn. In order to code transactions properly, please see Lloyds Quick Guide 3 - Coding Transactions (PDF, 630 KB)and / or section E of the User Manual - Credit Card Holder (PDF, 5,902 KB) for more detail.

The Lloyds system will guide you through the information that is required for each purchase.  Please try to complete the questions as fully and transparently as possible, ensuring that the business purpose is clearly stated. For example you may wish to write, “Meeting with Donors to discuss project X”, rather than simply writing “Meeting”.

We have noted some common errors that cardholders make when coding transactions.  Please see Lloyds Quick Guide 7 - Common errors and how to avoid them (PDF, 221 KB) for guidance.

Correcting transactions

Once your transaction has been completed, it will go to your line manager / approver for approval.  If the approver notes any errors, or if they would like some more information documented, they may return the transaction to you to amend.

Some guidance on correcting common errors is contained in Lloyds Quick Guide 5 - Correcting transactions (PDF, 946 KB)

Help and Support

Full details for using the Lloyds Credit Card system are contained in the User Manual - Credit Card Holder (PDF, 5,902 KB) and User Manual - Credit Card Approver (PDF, 2,150 KB).

In addition, the following Quick Guides contain brief guidelines in order to get you started.

Guide Role
Lloyds Quick Guide 1 - Logging in and setting up email (PDF, 269 KB)  Cardholders / Reporters
Lloyds Quick Guide 2 - Purchasing goods and emailing receipts (PDF, 226 KB)  Cardholders / Reporters
Lloyds Quick Guide 3 - Coding Transactions (PDF, 630 KB)  Cardholders / Reporters
Lloyds Quick Guide 4a - Approving Transactions (Quick review) (PDF, 427 KB)  Approvers
Lloyds Quick Guide 4b - Approving transactions (detailed check) (PDF, 464 KB)  Approvers
 Lloyds Quick Guide 5 - Correcting transactions (PDF, 946 KB)  Cardholders / Reporters
 Lloyds Quick Guide 6 - What does the Status mean? (PDF, 236 KB)  ALL
 Lloyds Quick Guide 7 - Common errors and how to avoid them (PDF, 221 KB)  Cardholders / Reporters
 Lloyds Quick Guide 8 - Checking your credit limit (PDF, 174 KB) Cardholders / Reporters

A list of frequently asked questions can be found here: University Corporate Card FAQs (PDF, 93 KB)

If you have any queries, or need any further help and support, please email creditcards@st-andrews.ac.uk.

Contact

Financial Accounts

The Old Burgh School
Abbey Walk
St Andrews
Fife
KY16 9LB
Scotland, United Kingdom

Tel: 01334 462519
Fax:01334 462535

Resources

Forms