University Barclaycard Reconciliation Process

The AP team will review all files received for compliance with the Barclaycard policy including:

• The AP Team will check the template is authorised by an appropriate signatory (with a relevant authority limit) held on the Oracle Register of Authorised Signatures kept within the AP Team.
• Expenditure is in line with the Expenses Guidance and supporting documentation (receipts) have been provided. 

Please note no consideration will be given to value for money by the AP team although this should be reviewed by departments as a matter of course.  

All cardholders are assigned a default Oracle cost centre for card purchases and failure to submit a monthly statement for compliance checking will result in all charges for the month being posted against the default code which should then be cleared by the Department.  

Non-compliance for 3 consecutive months will lead to the Barclaycard being cancelled in line with Barclaycard policy:
Cardholders who do not comply with these regulations will initially receive a reminder, followed by a warning, which, if ignored, will result in the card being cancelled and may also result in disciplinary action, depending upon the nature of the default. The decision of the Director of Finance in these instances will be final.
 

¹The email subject line should include the Departmental Code (e.g KH) and the cardholder's name, this will ensure the AP team can easily identify your email in the inbox. Please ensure the submission to the Payments Team includes an audit trail showing the approval by attaching the approver's confirmation email and copying them into the submission.

• Deadlines for submission can vary in accordance with office closures, typically deadlines are communicated via the Finance Bulletin and will also be on the email that is sent out with the reconciliation template. Deadline is 5pm on the relevant date. The Month End Timetable detailing the reconciliation deadline date can be located on the Month End Process page, on the right hand side.
• Any reconciliations not received by the submission deadline will not be processed.
• Each transaction on the statement should have a corresponding coding line on the template.
• If any coding information is incomplete, the Payments team will not process the reconciliation and will return it to the department. The template will then be coded to the Barclaycard default cost centre provided to the Cashiers Office, with a natural account of 61200. No alterations to coding will be accepted once the template has been uploaded.
• No self-authorisation is permitted (cardholder cannot authorise their own expenditure even if they are an authorised signatory).
• Please do not delete information in the grey cells as the formulas in the cells will also be deleted. If/when necessary, delete the information surrounding the cells which will automatically remove the information in the grey cells.
• Please complete the tab 'reconciliation' and do not recreate the template in another tab as this causes problems with the background processes and may lead to the upload being unsuccessful.
• As of September 2020, the only option is to follow the process outlined above. Failure to do so may result in your template being rejected and default coding being applied.

If you have any issues with the completion of the template please email your regular Central AP contact.