NatWest OneCard Form Completion
“Notes for Guidance on Charge Cards in Schools”.
2.2It is for the governing body of the school, guided by the headteacher, to determine whether it is appropriate for the school to operate a charge card facility.
Schools considering operating a charge card should read the whole of this guidance before making a final decision so that they are as well informed as possible prior to making that decision. The decision to proceed should be taken by the Governing Body and minuted assuch.
The NatWest OneCard application forms are available electronically via the link supplied within the website. You are required to complete1 form Form 1 (unless you do not have a bank account with NatWest, in which case 2 forms (Form 1 and the Direct Debit Mandate will require completion), which should be returned to the Schools Finance Team for verification, together with the Milton Keynes Council use of charge cards in schools declaration form, which can be found on the frequently used forms area of the LMS website.
Also included within the website are links to the NatWest website, which shows once you enter the website which forms you need to click on.
Typically, when applying for a NatWest OneCard, there is now only one form to complete:
Application and Agreement Form 1
Cardholder Application Form 2 is now only needed when adding a cardholder.
Separate instruction to your Bank or Building Society to pay by Direct Debit (Mandate) previously Form 4 is now only needed if you do not hold a NatWest bank account.
There is an optional Diversion and Individual Blocking Form 3. This form is to divert payment of selected goods and services and/or to block transactions.
To assist you further with the completion of forms 1, 2 and 5, they are described below. The forms have also been scanned with the pertinent sections highlighted and annotated and are available in the Banking including Charge Card section of this website.
Pages 7 to 10 of the pdf document relate to credit cards and do not require completion.
Form 1 (revised 4/14)
This is the main application and agreement form. There are two main parts of the form titled:
“Pre-Contract Information – onecard (Charge Card facility)” which appears on pages 13 to 25 of the pdf document. Please complete the first page and retain this section for your own records. There is then the separate“Application and Agreement”, see pagesnumbered 1 to 14 which can be found on pages 31 – 45 of the PDF document.
Particular notice should be made of page 2 of 14, section 2, line 2, “Business Credit Limit Required”. Although the maximum limit for primary schools charge cards is £5,000 per month(£10,000 for secondary schools), no matter how many cards are held, this line is asking for the limit for two months total spend. So, for example, if the school has requested a total spending limit of £5,000, you would put £10,000 in this box to cover two months spending. For a £3,000 total spending limit, you would put £6,000 in this box.
Pages 4 to 7 of the 14 page application, section 2.4, is for cardholder details. The Bursar/Business Manager cannot be a cardholder but may be a programme co-ordinator (see section 2.1 on page 2 of 14). There should be a maximum of two cardholders for small schools and a maximum of three cardholders for larger schools. The total monthly credit limit for all cardholders should not exceed £5,000 for
primary schools and £10,000 for secondary schools, as per the guidance for charge cards in schools. For example, for a primary school, cardholder 1 could have a limit of £2,000 and cardholder 2 could have a limit of £3,000.
Page 8 of 14, section 2.7 is asking for the principal and secondary business signatories. NatWest have requested that the signatories should print their title, first name and surname as printed on the form, and also sign their name after the printed information.
Pages 9 to11 of 14 relate to credit cards, and do not need to be completed.
Pages 2 to 10 of the applicationform must be completed and signatures are required on pages 3 and 12, as indicated otherwise the application will be rejected by the bank.
Page 13 does not require completion by the school, but should be returned to Schools Finance Team with the other forms for verification.
Form 2 (revised 09/14)
This form is now only needed when adding a cardholder to an existing OneCard account.
Please make sure that the monthly credit limit for the cardholder added does not put the overall monthly credit limit in excess of its limit. Please be sure that the cardholder application is authorised at the bottom of page 5 of 5 in accordance with the school’s bank mandate.
Form 4 has been replaced by a Direct Debit Mandate
This form is only required if the school’s bank is not NatWest. This is the instruction to your bank to pay the balance on the OneCard by direct debit. Please complete as indicated and be sure that the form is signed in accordance with the school’s bank account signatory list.
Form 5
This form should be used to make certain amendments, such as changing programme co-ordinators, changing names (for example, due to marriage), removing cardholders, changing the charge card limit etc. This form may also need to be submitted with Form 2 (additional card holder). For clarification of when both forms might need to be submitted, please contact the Schools Finance Team.
Links to all forms can be found on the LMS website in the frequently used forms area and on the attached link
If you have a problem completing these forms after checking the guidance held on the schools website, please contact the Schools Finance Team NatWest Commercial Card Services Team– Telephone No: 08700101152
Please return all completed forms to the Schools Finance Team for verification. Please do not send forms directly to the bank.
Revised September 2014