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
Purchasing Card Programme
Cardholder Usage Guide Page 2
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
Purchasing Card Programme
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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
Purchasing Card Programme
Cardholder Usage Guide Page 4
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.
Purchasing Card Programme
Cardholder Usage Guide Page 5
(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.
Purchasing Card Programme
Cardholder Usage Guide Page 6
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.
Purchasing Card Programme
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(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.
Purchasing Card Programme
Cardholder Usage Guide Page 8
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.)
Purchasing Card Programme
Cardholder Usage Guide Page 9
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.
Purchasing Card Programme
Cardholder Usage Guide Page 10
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.
Purchasing Card Programme
Cardholder Usage Guide Page 11
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.
Purchasing Card Programme
Cardholder Usage Guide Page 12
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
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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)
18
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.