P-Card Policy
Applies to: All TWG
Overview
The attached policy outlines the terms and conditions of use for a Purchasing Card (or P-Card).
The objective of this policy is to provide guidance on use and issuance of P-Cards. This policy will be updated from time to time and for the latest guidance you should refer to the People Support Knowledge Base.
FAQ's
What is a P-Card?
A P-Card is a credit card that is used for business expenses incurred on behalf of the Company.
Why do we need a policy?
This policy has been developed to provide clear communication and guidelines around who is eligible to have a P-Card and what is acceptable use of a P-card. In conjunction with releasing this policy we are reviewing the number of P-Cards we have on issue and there will be reporting of out of policy spend.
Where can I find the P-Card Policy?
The new policy is on the People Support Knowledge Base (search P-Card policy).
What if I already have a P-Card?
For all team members who currently hold a P-Card, please expect an email asking you to read through the new P-Card Policy and digitally signing your acknowledgement of the new policy.
When will this take effect?
This policy will take effect from 25 February 2019.
What expenditure is appropriate on a P-Card?
The P-Card is to be used for business expenses incurred on behalf of the Company within the approved transaction limit and card limit set for you. The card can be used for most low value services and non-stock items only. The P-Card is only to be used for expenses incurred while performing your role within TWG. Where this policy does not cover an area of expenditure, judgement should be used as to whether this expenditure is necessary, appropriate to execute your role and may require preapproval from your manager.
Examples of expenditure that should not be charged to a P-Card include
Subscriptions for information services, productivity tools and other smart phone Apps
Travel that can be otherwise booked through our Corporate Travel Agency, FCM
Is anything planned for training?
There is a plan to hold training sessions for those who require it in the near future and a new user guide is being drafted but these things do take a little time.
For now, please click on the links below for some quick videos to take you through the basics and if you do have any issues in coding or approving transactions please feel free to email the Fraedom team on fraedom@thewarehouse.co.nz.
How to code an expense https://vimeo.com/260335107/50d089fd02
How to approve transactions https://vimeo.com/260335091/6ed176ed4d
How to do a cash claim https://vimeo.com/260334920/3165873b2c. This relates to petty cash for stores only.
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