Purchasing cardholder usage guide - HSBC Hong Kong … · 2014-05-29 · Cardholder Usage Guide...

Purchasing Card Programme

Cardholder Usage Guide Page 1

PURCHASING CARD PROGRAMME

CARDHOLDER USAGE GUIDE

Table of Contents

Page

Introduction.................................................................................................. 2

Features ....................................................................................................... 2

Scope of Usage .......................................................................................... 3

Purchase Method.......................................................................................... 4

Receipt of Stores ......................................................................................... 6

Return / Replacement of Stores ................................................................. 7

Statement Reconciliation / Payment............................................................ 8

Loss / Stolen or Damage of Cards ............................................................. 9 Transfer of Cardholders .............................................................................. 10

Termination of Employment / Resignation of Cardholder.......................... 10

Important Information.................................................................................. 11 Enquiries ..................................................................................................... 12



Introduction

Purchasing Card is an efficient and cost-effective method of ordering and

payment designed to facilitate low value purchases of stores and services of a

value not exceeding HK$50,000 from local or overseas suppliers.

It replaces the existing purchase order and payment processes while reducing

administration cost and improving turnaround time.

This guide is tailored for cardholders under the HKSAR Government

Purchasing Card Programme.

Features (1) A MasterCard charge card

(2) Pre-determined limits

(a) maximum spending limit per transaction

(b) accumulative credit limit per billing cycle

(c) maximum spending limit per day

(d) maximum number of transactions per day

(e) maximum number of transactions per billing cycle

(f) overseas blocking

(g) industry blocking

(3) Activities monitored at point of sale

(4) No cash advance

(5) Monthly cardholder statement for reconciliation and payment

(6) Comprehensive management information for monitoring



Scope of Usage

Purchasing Card is applicable to the following types of purchases:

(1) In lieu of cash purchases

(a) Local Not more than HK$5,000 (b) Overseas Not more than HK$25,000

(2) Departmental direct purchase of stores / services in person or through

telephone, fax, mail or Internet

- Not more than HK$50,000 per order



Purchase Method

The whole purchase process (including obtaining quotations from suppliers and

seeking approval of purchases) should not be affected by the use of Purchasing

Cards. Cardholders should use Purchasing Cards for purchase of stores and

services in accordance with the card limits and restrictions.

Cardholders may conduct the purchases in person or by telephone, fax or

Internet:

(1) In person

(a) Cardholder may approach all MasterCard merchants for purchases

made in person.

(b) Cardholder should sign on the sales slip and keep the customer

copy of the sales slip and /or delivery notes or relevant documents

which show the purchase details as supporting documents for

payment.

(2) By telephone / fax / mail

(a) Cardholder shall approach the Purchasing Card merchants for

purchases (the Bank will update the Purchasing Card merchant list

on a monthly basis.)

(b) Cardholder should provide the following information to the

Purchasing Card merchants when ordering:

- product description

- ordering quantity

- unit rate / total order value

- delivery address

- contact person and phone number

- Customer Reference Identifier (CRI) 17 alpha-numeric

characters (Cardholder should fill in the file reference number

or ledger reference for payment reconciliation and ledger

posting)

(c) If necessary, Cardholder may fill in and fax the fax order form

(Appendix A) to supplier for confirmation.

(d) Cardholder may use the Purchasing Card Transactions Record

(Appendix B) for easy reference purpose.

A Purchasing Card order workflow is provided in Appendix C.



(3) Via Internet

Cardholder can make purchase via Internet. Customized purchase order

form may be provided by individual merchant. Usually, Cardholder is

required to provide basic card information (such as name, card number,

card open and expiry date, etc.) to the merchant in the form.



Receipt of Stores

Cardholder should receive the stores in person, if possible. If the stores are

received by other persons, the Cardholder should liaise with the supplier and the

receiving officer in advance for prior delivery arrangement.

The receiving officer should verify the goods received against the details

shown on the delivery note.

The receiving officer should fill in the name and post, and then sign on the

delivery notes as usual. Also, delivery notes should be stamped with department

chop.

The receiving officer can input the ledger reference on the delivery note copy

for reconciliation of monthly statement received from the Bank.

The receiving officer / Cardholder should keep the delivery notes and relevant

documents for payment verification purposes.



(1) Retu

(a)

n of goods

Cardholder should request the supplier to provide a credit note or

relevant supporting document which shows the quantity and value

of the returned goods. The supplier should submit the credit note to the Banks card centre to refund the relevant amount. The supplier

should NOT make direct payment to the Purchasing Card account.

(b)

Cardholder should keep the credit notes and other supporting

documents for payment verification purposes.

Return / Replacement of Stores

If the stores are not received in good order and condition, Cardholder should

contact the supplier directly for return / replacement of goods.

r

(2) Replacement of goods

(a) Cardholder should arrange with the supplier directly for

replacement of goods and keep the supporting documents on file.

(b) If necessary, Cardholder can fill in the Dispute Form (Appendix D)

and fax the duly completed Dispute Form to the Bank to report the

case.



Statement Reconciliation / Payment

Cardholder will receive the statement from the Bank (Appendix E) on a

monthly basis. They are required to complete the following statement

reconciliation process as soon as possible:

(1) check all transactions against the corresponding supporting documents

(e.g. sales slips, delivery notes, etc.); and

(2) certify the statement and forward the statement and relevant supporting

documents to their Supervisors for review and certification prior to

submission to the Accounts Division.

There should be sufficient time for the Treasury to issue cheque to the Bank for

settlement of the statement. The cheque should reach the Bank at least three

working days before the payment due date.

In case of discrepancy found on the statement, Cardholder should resolve it with

the supplier directly in the first instance. Cardholder should also report to his

Supervisor and the Designated Officer. The Designated Officer will then notify

the Bank and forward a Dispute Form (Appendix D) to the Bank. Any disputed

case should be reported to the Bank within 60 days from the statement date.

If reduction on the payment amount is required, e.g. the transaction amount

shown on the statement is HK$100, but the amount shown on the purchase

record is only HK$90, and the actual amount to be paid should be HK$90,

Cardholder should amend the amount to HK$90 and the grand total of the

statement and then sign on the statement accordingly. (Important: Written

confirmation from the Bank is required.)



Loss / Stolen or Damage of Cards

Whenever the card is found loss / stolen / damaged, Cardholder should

immediately notify the Bank through the 24-Hour Lost Card Hotline

2748 8288 (Press # key and then press 6-0 after language selection) and then

inform the Supervisor and Designated Officer for replacement of card.



Transfer of Cardholders

If the Cardholder is transferred to another post within the same department, the

Cardholder may continue to use his Purchasing Card for purchases subject to

the approval by the Designated Officer and the Cardholders Supervisor.

The Cardholder should return the Purchasing Card to the Designated Officer via

his Supervisor under the following circumstances:

(1) the Cardholder is transferred to a new post within the same department

and no longer required to perform purchasing duties; or

(2) the Cardholder is being transferred out of the department.

After receipt of the Purchasing Card from the Cardholder in any circumstances

as described above, the Designated Officer should cut the Purchasing Card into

halves and inform the Bank to cancel the card. The Designated Officer should

then use the Cardholder Usage Specification Revision Form Section III Others -

Card Cancellation (Appendix F) and consult the Departmental Stores Manager

prior to submitting the form to the Bank.

Termination of Employment / Resignation of Cardholder

If the employment of the Cardholder is being terminated or the Cardholder has

resigned, the Cardholders Supervisor should immediately request the

Cardholder to return the Purchasing Card and inform the Bank to cancel the

Purchasing Card. The Designated Officer should then use the Cardholder Usage

Specification Revision Form Section III Others Card Cancellation (Appendix

F) and consult the Departmental Stores Manager prior to submitting the form to

the Bank.



Important Information

(1) The Purchasing Card should not be used in the following circumstances:

(a) goods / services for personal use;

(b) goods / services which are not work-related; or

(c) cash advance

(2) The maximum amount for each transaction is HK$50,000 or below as

specified.

(3) Whenever the Purchasing Card is used, NO Departmental Order for Supply

of Stores (G.F.219) or Departmental Order for Provision of Services

(G.F.220) forms should be raised.

(4) Whenever inventory items are being purchased through the use of

Purchasing Card, the Department should raise a Departmental Combined

Requisition & Issue Voucher (G.F.277) for updating the inventory ledger

record.

(5) If the card limit is not sufficient to meet the operational requirement, the

Cardholder / Cardholders Supervisor should request the authorized officers

(i.e. Departmental Stores Manager and Designated Officer(s)) to revise the

card limit.



Enquiries

Contact No. Fax No.

(1) Account opening, card nomination and card 2288 3174 3409 1921

limit review

(2) Account information, disputes and card 2748 4343 2725 7280

cancellation

(3) Request for additional deliverables including

MI reports and statement, please fax to - 2725 7280

(4) Lost / Stolen of card 2748 8288 - (Press # key and then press 6-0 after language selection)

Mailing address:

8/F, Tower 2 & 3, HSBC Centre,

1 Sham Mong Road,

Kowloon

13

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/ ......................................................................................20

.........................................................................21

.................................................................................................22

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14

(1) MasterCard

(2)

(a)

(b)

(c)

(d)

(e)

(f)

(g)

(3)

(4)

(5)

(6)

15

(1)

(a)

(b)

(2)

-

16

(1)

(a) MasterCard

(b)

(2) / /

(a)

(b)

-

-

- /

-

- /

- Customer Reference Identifier

17

(c)

A

(d)

B

(C)

17

(3)

19

(1)

(a)

(b)

(2)

(a)

(b) Dispute FormD

20

/

E

(1)

(2)

60 Dispute Form

D

21

2748 8288 (,#6-0)

22

(1)

(2)

Designated Officer

Cardholder Usage Specification Revision Form III

FDepartmental Stores Manager

Designated Officer

Cardholder Usage Specification Revision Form III

FDepartmental Stores Manager

23

(1)

(a)

(b)

(c)

(2)

(3)

Departmental Order for Supply of StoresG.F.219

Departmental Order for Provision of ServicesG.F.220

(4) Inventory item

Departmental Combined Requisition

& Issue VoucherG.F.277

(5) Departmental Stores

Manager and Designated Officer(s)

24

(1) 2288 3174 3409 1921

(2) 2748 4343 2725 7280

(3)

- 2725 7280

(4) 2748 8288 - (,#6-0)

1 2 3 8

Item Description Quantity Unit Rate

HK$

Amount

HK$

Appendix A

PURCHASING MASTERCARD

FAX ORDER FORM

From:

Tel. No.:

Fax. No.:

To:

(Attn.: )

Tel. No.:

Fax. No.:

Purchasing Card No.: Expiry Date:

Customer Reference ID: (17 alpha-numeric characters)

Please supply the following item(s) to the address shown below

Total:

Delivery Address:

Contact Person:

Telephone No.:

Authorised Signature:

Date:

c.c.

Yr. ref

Remarks for users: (1) This purchase was made through the Purchasing MasterCard. No

GF219 or GF220 are required. Users are required to return

suppliers delivery note, duly signed, to the responsible officer,

within 2 working days after receipt of goods/services, for payment

purpose.

(2) For enquiry, please contact the responsible officer stated above.

Date post:	12-Jun-2018
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Purchasing cardholder usage guide - HSBC Hong Kong … · 2014-05-29 · Cardholder Usage Guide...

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