What Are Student Group Spending Cards And How Do We Get One?

Student Group spending cards are great for groups with a high income and expenditure turnover throughout the year, as it allows exec members to make purchases without having to use their own funds or personal cards, or where it is not possible for invoices to be paid centrally by our Finance team. The spending card will therefore be usually used for travelling and accommodation expenses and online / telephone purchases; they cannot, however, be used for cash withdrawals.

If you feel that a spending card would benefit your group, you can apply for a card by getting in touch with the ASK Team with a brief rationale and we’ll send you the form that you need to fill in. Your application will be reviewed to make sure that there is a need for a card for your group, and if approved, the card will be issued to the exec member(s) that have requested them.

All payments made on the cards must be supported by receipts and original invoices. All spending card transactions should be checked against the monthly card statement by the card holder, and a monthly card expense form completed and authorised by another exec. This is important to remember to do as each form is then checked and authorised by the Finance Team. Where possible, do get a VAT receipt for your payment and our Finance team will make any VAT reclaims that they can for your group too. 

Once the exec member that has a spending card leaves the committee, the card cannot be passed onto any other exec members as the card is in the individual exec members name. Instead that exec member is responsible for closing the card down with the bank, and new exec members will need to apply for their own spending cards via the SU application process. 

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