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Purchasing Card Instructions (April 2020) | Staff finance guidance | Birmingham City Council

Purchasing Card Instructions (April 2020)

Overview and card operation

There are 4 types of cards in use at Birmingham City Council:

  • Corporate – Mainly used for expenses but now opened up for all purchases.
  • Purchase – A card assigned to an individual.
  • Virtual – This is a card where ownership is by one person but with multiple users.
  • Fuel – Issued to individuals just for fuel.

Corporate, Purchase and Fuel cards can be used in shops (although fuel is restricted) providing the PIN is known (forgotten PINS will require a new one sent by post to Dollman Street and will take up to 10 days to arrive).

Virtual, Purchase and Corporate cards can be used for online and over the phone purchases.

New purchase cards will take 6 to 8 weeks to arrive and require a wet ink application, virtual cards about 2 weeks.

The timescales quoted are based on “normal” working conditions and may be longer now. Applications can be obtained from purchase.cards@birmingham.gov.uk

Recording transactions during CORONAVIRUS (COVID-19)

Any cardholder can procure on behalf of others as all expenses/receipts will need to be logged on DCAL as normal.

Please note it is important to use the appropriate COVID charge code where applicable if this is a COVID related purchase.

Limit increases

We can only increase limits on the cards during the working week between 8am and 5pm, so please mindful of this around weekends and any bank holidays.

Increases can normally be actioned within an hour, so please allow plenty of time prior to the 5pm deadline.

This is a hard deadline operated by the bank.

To request a limit increase, please contact Lisa M Lyttle, Elaine A Smith and Zoe Cooper by email. All three officers should be copied in, to ensure that any such requests are actioned efficiently.

Please ensure we have an approving email where possible to validate the increase.

Recording transactions during COVID-19

Any cardholder can procure on behalf of others as all expenses/receipts will need to be logged on DCAL as normal.

Please note it is important to use the appropriate COVID charge code where applicable, if this is a COVID related purchase.