Purchasing Card Claims - FAQ

Each month, Barclaycard provides St George’s with a file containing all our card transaction. This is received shortly after the statement date (around the 26th of each month).

Card transactions are processed by submitting the purchasing card transaction log (Excel) to our dedicated purchasing cards email address.

You can allocate your purchase to a research project, discretionary account or departmental core G protype subproject.

All logs should be approved by an authorised signatory and submitted to Finance via email. We will review the logs to ensure they are complete and provide an appropriate level of detail on purchases. We may query any item and request more information on what was purchased and why at any point.

We recommend that you give your completed purchasing card statement with the associated receipts and Barclaycard statement to your approver.

You do not need to send your completed claim and associated receipts to the Finance department, but you should keep your records filed safely for future reference in case there is a query.

You should complete one purchasing card log per statement period. It is not advisable to carry purchasing card transactions over from one period to the next, as your card will be suspended if it has two or more months’ worth of items uncleared.

You must contact Barclaycard and tell them immediately. You also need to contact Geetha Gnanendran in St George’s Finance.

• Susan McPheat (tel. 020 8725 0395, ext. 5 0395) deals with:
  • new card applications
  • increase of single transaction limits
  • increase of monthly transaction limits.
• Email purchasing cards to submit monthly transaction logs.
• Contact Geetha Gnanendran (tel. 020 8725 3107, ext. 5 3107) for help with suspicious transactions.
• Call Barclays Customer Services  (tel. 0844 822 2140) regarding:
  • disputed transactions
  • declined transactions
  • monthly statements
  • new card PIN number.