Procurement Office

I'm a Card Holder and I'm Leaving or Moving

If you are leaving the University or moving to new area within the University, please ensure you have completed the checklist below:

Are you leaving the University?

• Inform Procurement that you are leaving or moving by email, and copy in your line manager and Accounts Payable. Please ensure you have completed the following: 
  • You are clear about when your last working day will be
  • You add PURCHASE CARD HOLDER LEAVER / NAME / then LEAVER / MOVER in the header of your email  then in the narrative

• Destroy you card then cancel all subscriptions (if any) & give subscriptions to another card holder (if required).

• Delegate responsibility to complete the purchase/expense transaction coding in the HSBC portal and advise your line manager who this has been assigned to. For potential refunds, unknown subscriptions, etc.

• Complete the purchase/expense transaction coding in the HSBC portal for review and approval prior to your end date.

Are you moving to another department?

• Inform Procurement that you are leaving or moving by email, and copy in your line manager. Ensure that you are clear about when your last working day will be.

• Cancel any subscriptions you currently hold (if any), and advise your Line Manager that subscriptions should be taken by another card holder.

• If you are taking your card with you, please obtain approval from the Budget Holder of your new department, in order to retain your card.

• Inform the card administrator of your change of details, such as your College and School.

• Complete the purchase/expense transaction coding in the HSBC portal for review and approval prior to your end date.  Also, advise the card administrator of your new Line Manager, so your card admin can update on the HSBC MiVision Portal.