School Visa cards

Visa cards for schools are administered by Doncaster Council's Procure to Pay Team.

The cards are provided by Lloyds Banking Group and the Purchase Card Reconciliation System used is supplied by Lloyds Fraedom.

The scheme is a means of procurement of goods and services. It does not invalidate the need to maintain robust systems of internal control as outlined in the Doncaster Schools Financial Regulations.

A Visa card is an alternative method to your current means of paying for goods and services. It is a particularly efficient method of payment for high volume, low value purchases. It looks, and is used, like any normal credit card and is widely accepted within the UK and abroad. (Any establishment displaying the VISA symbol will accept the card).

The card offers the opportunity to improve the focus and flexibility of purchasing procedures whilst reducing time associated in the processing of paperwork for small sundry purchases, thus improving the cost effectiveness of processing these transactions.

All of this will be achieved without compromising control of the School's money and, at the same time, the School will benefit from obtaining supplies and services in a more cost effective manner, as well as producing high quality management information. The following benefits can be expected:

School:

  • Reduced administration time paying invoices
  • Internet purchasing possible
  • Creditors are paid more quickly
  • Reduces need for petty cash (and associated reconciliation & reimbursement)
  • Can see on Lloyds Fraedom System where and by whom goods have been purchased

Cardholder:

  • No need to carry cash
  • Direct contact with suppliers

Suppliers:

  • Paid within 3-4 working days
  • Improves cash flow
  • Reduces late payments

The card:

The card looks like any normal credit card. Embossed on the card are the following details:

  • 'Doncaster School'
  • The approved cardholder's name
  • Valid from date
  • Expiry date
  • Card number

Each card has a maximum single transaction limit (the maximum value of any single purchase) and a monthly credit limit. Both of these limits are inclusive of VAT and carriage charges.

 

Time Frame for Processing transactions

The Procure to Pay Team have implemented a new system called Lloyds Fraedom to process all transactions made with Visa Cards. Fraedom is an online Purchase Card Reconciliation System which enables users to log on and process transactions that have taken place on the Visa cards the following working day.

Transactions MUST be reviewed by the cardholder & approved by the Budget Holder by the 25th of the month (or before if 25th is a weekend) to ensure the transaction is included in the monthly export to E5 and on your monthly reconciliation report.  Transactions do not hit budget until they have been reviewed & approved.

Under no circumstances should transactions be reviewed & approved by the same person.  Segregation of duties is required.

 

Visa Card Limit Increase Requests

Card limits have been set at the point of application and include a Single Transaction Limit and a Monthly Transaction Limit.

A cardholder can request that the limits are increased on a a temporary or permanent basis by completing the School Visa Card Limit Amendment Form. The request MUST be forwarded to the Head Teacher to authorise. The request should be sent by e-mail to the Procure to Pay Team purchasecardmailbox@doncaster.gov.uk Alternatively where the form cannot be sent electronically the Head Teacher should sign it and post it to the Procure to Pay Team, Civic Office Floor 1, Waterdale, Doncaster, DN1 3BU.

Where the cardholder is the Head Teacher then the Chair of Governors or Chair of Finance should approve.

 

Guidelines, forms & procedures:

Purchase Card General Guide for Schools V9 March 2018

School Pre App Form V2 09 05 16

Purchase Card Pre App Form V2 09 05 16

SCHOOLS Visa Card Limit Amendment Form 25 09 17

VAT Guidance

Fraedom user guides & system link:

Fraedom - Cardholder Guidance V2.2
Fraedom - Approver Guidance V2.2

System Link: Fraedom - Purchase Card Reconciliation System

 

More information

 

Contact:

  • email: purchasecardmailbox@doncaster.gov.uk
  • tel: 01302 734822
Last updated: 16 November 2018 08:57:57