Clare College Cambridge

Policy and Procedure Manuals

Company Credit Card

The company credit card held by the Financial Controller and is available for use by Heads of Department on their authority for expenditure up to £200. Expenditure over £200 should not be purchased via the company credit card without the authority of the Deputy Financial Bursar.

The Head of Department (or person authorised by the Head of Department and the Financial Controller) can request the card by emailing to obtain authorisation. Please see the College policy on use of the credit card below:

 Credit Card Procedures 


Expenses & Benefits

Staff and Fellows from time to time may incur expenses as part of their role and/or within an allowance. There are also various benefits the College offers staff and fellows. Please see the policy below for further information:

Expenses & Benefits


Cash & Banking procedures

Certain departments collect cash as part of their operations and may have a float. The College also has several PDQ machines which are in operation to collet debit and credit card payments. The policy on use of a float, cash and debit/credit card handling is below:

 Cash & Banking Procedures



When a supplier is used for the first time, the Bursary needs to undertake certain checks to ensure the appropriate security controls are followed and the College's legal obligations are being met in terms of correct tax treatment. In order to set up a new supplier the department need to complete and submit a relevant new supplier form available on the college website:

Please note that departments may be asked to provide further information in order to help Bursary comply with the required security and tax treatment requirements as follows:

Employment Status

Supplier Account and Bank set Up


Retention of Records

Information regarding what information is retained, how long it is retained for and how the data is stored is outlined in the following policy:

Retention of Records


 Customers and Credit Control

The College will undertake credit checks prior to engaging in contracts with new customers and our payment terms are 30 days. For further information on this and our credit control policy please see the document below:

External Trading


Trust Funds

Information regarding how to set up a new fund, different types of fund and how to hand the fund and donations is outlined in the following policy:

Trust Funds


Bribery and Corruption

The College is committed to ensuring that high standards of integrity apply in all of its areas of operation and that all of its business is conducted in an honest and transparent manner. Please see the College's policy below for further information:

 Bribery and Corruption