Introduction
As a cardholder, you may need to make cash withdrawals, make changes to your purchase card or update the details of the cardholder or approver. You can find information on this below.
Cash withdrawals
If your purchase card has been set up to allow cash withdrawals, you can use this for:
- reimbursing staff for one-off purchases up to the value of £40
- purchases that can not be paid for using an alternative method.
Cash withdrawals should be kept to a minimum because:
- they are subject to a minimum fee of £2.95 or 2.95% (whichever is greater)
- VAT can not be claimed back against them.
Amend the spending limit or merchant categories
Each card has:
- a monthly spend limit
- a transaction spend limit
- assigned merchant categories to enable purchases from various suppliers.
These can be amended if they do not meet your needs.
1Fill in the online form
To request an amendment, fill in the relevant form below:
2Approval
Your completed form is sent to your director to be approved.
If your director accepts your request, the finance manager will sign it off.
We will then contact the Royal Bank of Scotland to update your card and account.
Change of cardholder
If the cardholder is changing their role or leaving the council, you must request that:
- the purchase card is deactivated
- the Royal Bank of Scotland user access is cancelled.
1Contact the purchase card admin team
To notify the purchase card admin team of a cardholder change:
2Destroy the card
Make sure you cut up the purchase card and dispose of it safely.
3What happens next
When the admin team receive your email they will arrange for the:
- purchase card to be deactivated
- cardholder’s user account to be deleted.
Update approver details
If the approver is changing their role or leaving the council, you must request for their approval responsibilities to be transfer to someone else who is suitable to undertake the role.
1Contact the purchase card admin team
To notify the purchase card admin team of an approver change:
2What happens next
When the admin team receive your email they will arrange for the:
- existing approver’s user account to be deleted, unless they are responsible for approving another purchase card
- set up a new user account for the new approver (if required).
Cancel a purchase card
If your service no longer needs a purchase card, you can ask for it to be cancelled.
1Contact the purchase card admin team
To ask the purchase card admin team to cancel a purchase card:
2Destroy the card
Make sure you cut up the purchase card and dispose of it safely.
3What happens next
When the admin team receive your email they will arrange for the:
- purchase card to be deactivated
- cardholder’s user account to be deleted
- approver’s user accounts to be deleted, unless they are responsible for approving another purchase card.
Further guidance and support
More guidance is available in the document below:
The finance manual of guidance also provides further information about purchase cards.
If you have any other queries about purchase cards or how they work: