University of Warwick Corporate Credit Card / Purchasing Card

The request was partially successful.

Dear University of Warwick,

I am writing to make an open government request for all the information to which I am entitled under the Freedom of Information Act 2000.

Please send me:

University of Warwick Corporate Credit Card / Purchasing Card, itemised bills for the following persons in the University Executive Board:

Vice-Chancellor & President
Provost
Registrar
Group Finance Director
All Pro-Vice-Chancellors

From 1 January 2016 to 1 March 2018 (or latest possible date).

I would like the above information to be provided to me as electronic copy.

If this request is too wide or unclear, I would be grateful if you could contact me as I understand that under the Act, you are required to advise and assist requesters. If any of this information is already in the public domain, please can you direct me to it, with page references and URLs if necessary.

If the release of any of this information is prohibited on the grounds of breach of confidence, I ask that you supply me with copies of the confidentiality agreement and remind you that information should not be treated as confidential if such an agreement has not been signed.

I understand that you are required to respond to my request within the 20 working days after you receive this letter. I would be grateful if you could confirm in writing that you have received this request.

I look forward to hearing from you.

Yours faithfully

Victoria Wright

infocompliance, Resource, University of Warwick

Thank you for your email which has been received by the University's
Information and Data Compliance Team. 

The University undertakes to respond to Freedom of Information requests
within 20 working days and to Subject Access Requests within 40 calendar
days.

Information and Data Compliance Team.

infocompliance, Resource, University of Warwick

Dear Ms Wright,

Thank you for submitting an FOI request, asking for information from the University of Warwick. In order to comply with your request, please could you clarify the following:

• Can you provide us with a working definition of the term “claimed” so that we may best respond to your request?

• Similarly, can you provide us with a working definition of the term “purchase cards” so that we may best respond to your request?

Please note that the information you are seeking is not centrally collated and in some cases expenses or purchases are not assigned to an individual, but instead a department and would need meticulous inspection to determine if the expenses applied to the individuals requested. Furthermore, there are over 20 persons that you have asked for expenses claimed, and information from purchase cards and credit card statements from. The University estimates that to collate this information from all relevant areas of the University, then check through all of the expenses claims, purchases, credit card statements and more of each of these people, and in some cases the departmental claims to filter out these people over the course of the last two years to assign any purchases, would take in excess of the 18 hours allowed under the Freedom of Information Act therefore the cost of complying with the request would exceed the appropriate limit.

Therefore it is advised for you to submit a refined request. The University is obliged to offer guidance as to what would be manageable under the costs limit so with that in mind, depending upon your clarification points we may be able to provide data with regards to our Current Vice Chancellor Student Croft, for their current period of appointment from February 2016.

If this refinement would be of interest to you then please submit a refined request stating what you would like the request to cover.

If you do submit a refined request, the University will treat it as a substitute request to your original request below. In the absence of a refined request, the University will send an official response to your original request, engaging the costs limit exemption under section 12(1) of the Freedom of Information Act 2000 within the 20 working day limit.

Kind Regards

Legal Compliance Team

show quoted sections

infocompliance, Resource, University of Warwick

Dear Ms Wright,

Thank you for your email dated 18^th April 2018 requesting information
about the University of Warwick. Your request is being considered under
the Freedom of Information Act 2000. Please find below your request and
our response.

I am writing to make an open government request for all the information to
which I am entitled under the Freedom of Information Act 2000.

Please send me:

University of Warwick Corporate Credit Card / Purchasing Card, itemised
bills for the following persons in the University Executive Board:

Vice-Chancellor & President
Provost
Registrar
Group Finance Director
All Pro-Vice-Chancellors

From 1 January 2016 to 1 March 2018 (or latest possible date).

I would like the above information to be provided to me as electronic
copy.

If this request is too wide or unclear, I would be grateful if you could
contact me as I understand that under the Act, you are required to advise
and assist requesters. If any of this information is already in the public
domain, please can you direct me to it, with page references and URLs if
necessary.

If the release of any of this information is prohibited on the grounds of
breach of confidence, I ask that you supply me with copies of the
confidentiality agreement and remind you that information should not be
treated as confidential if such an agreement has not been signed.

The University has determined that from its preliminary assessment your
FOI request would be likely to exceed the appropriate costs limit under
section 12(1) of the Freedom of Information Act 2000 due to the fact that
the University does not centrally collate Credit Card / Purchasing Card
bills.

In addition, the information you are seeking is, in some cases, assigned
to a department and it would require meticulous inspection to determine if
the expenses applied to the individuals you have requested.

Furthermore, you have asked for the expenses and statements of Credit Card
or Purchasing Card claims for multiple people and the University estimates
that to collate this information from all the relevant areas, check all
the credit card and purchase card statements for each of the individuals
you requested, and in some cases, the departmental claims to assign costs
to  the people you requested over the course of the last two years would
exceed the cost limit set by the FOI Act.

The University offered guidance as to what would be manageable under the
cost limit, noting that it may be able to provide data with regards to our
current Vice-Chancellor Stuart Croft, for their current period of
appointment from February 2016. However, the University has not received
any communication containing a refined request.

Section 12(1) of the Freedom of Information Act states that a public
authority is not obliged to comply with a request for information if the
authority estimates that the cost of complying with the request would
exceed the appropriate limit. This is currently £450, which equates to 18
hours of staff time calculated at £25 an hour as set out in the Freedom of
Information and Data Protection (Appropriate Limit and Fees) Regulations
2004.

As the University has not received any communication containing a refined
request, which would not exceed the appropriate costs limit, the exemption
under Section 12(1) of the Freedom of Information Act is engaged.

Furthermore, the University requested clarification from you regarding the
following:

•                         Can you provide us with a working definition of
the term “claimed” so that we may best respond to your request?

•                         Similarly, can you provide us with a working
definition of the term “purchase cards” so that we may best respond to
your request?

And also received no response, therefore we are unable to continue with
your request in its current format.

If you are unhappy with the way in which your request has been handled by
the University of Warwick, you can request an internal review and in the
first instance you are advised to follow the procedure outlined here:
[1]http://www2.warwick.ac.uk/services/legal...

If you remain dissatisfied with the handling of your request or complaint,
you have a right to appeal to the Information Commissioner at:

The Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113

Website:

[2]https://ico.org.uk/

There is no charge for making an appeal.

Yours sincerely,

Ian Rowley

Ian Rowley | Director of Development, Comms & External Affairs| External
Affairs
University House | University of Warwick | Coventry | CV4 8UW

References

Visible links
1. http://www2.warwick.ac.uk/services/legal...
2. https://ico.org.uk/

Victoria Wright

Dear FOI Officer,

Thank you for your message.

You requested clarification on:
(1) 'Can you provide us with a working definition of the term “claimed” so that we may best respond to your request?'

There was no use of the term "claimed" in my original request dated 18 April 2018.

(2) 'Similarly, can you provide us with a working definition of the term “purchase cards” so that we may best respond to your request?'

Information regarding University of Warwick's "purchase cards" is provided on the University of Warwick's website, under "Purchasing Card Information". Please see https://warwick.ac.uk/services/finance/p...

I would like to submit a refined request of University of Warwick Corporate Credit Card/Purchasing card, itemised bills, for Vice-Chancellor & President Professor Stuart Croft, from February 2016 to April 2018 (or latest possible date).

Thank you very much for your help.

Yours sincerely,

Victoria Wright

Victoria Wright

Dear University of Warwick,

I am writing with regard to my Freedom of Information request entitled "University of Southampton Corporate Credit / Purchasing Card". You have not responded to my email dated 16 May 2018.

Please provide an update on the processing of the request.

Yours faithfully,

Victoria Wright

infocompliance, Resource, University of Warwick

1 Attachment

Dear Ms Wright,

Thank you for your emails dated 18^th April 2018, 16^th May 2018 and 10^th
June 2018 requesting information about the University of Warwick. Your
request is being considered under the Freedom of Information Act 2000.
Please find below your request and our response.

I am writing to make an open government request for all the information
to  which I am entitled under the Freedom of Information Act 2000.

Please send me:

University of Warwick Corporate Credit Card / Purchasing Card, itemised 
bills for the following persons in the University Executive Board:

Vice-Chancellor & President
Provost
Registrar
Group Finance Director
All Pro-Vice-Chancellors

From 1 January 2016 to 1 March 2018 (or latest possible date).

I would like the above information to be provided to me as electronic 
copy.

If this request is too wide or unclear, I would be grateful if you could 
contact me as I understand that under the Act, you are required to advise 
and assist requesters. If any of this information is already in the
public  domain, please can you direct me to it, with page references and
URLs if  necessary.

If the release of any of this information is prohibited on the grounds of 
breach of confidence, I ask that you supply me with copies of the 
confidentiality agreement and remind you that information should not be 
treated as confidential if such an agreement has not been signed.

After seeking a refinement request on 18^th April 2018 and receiving no
reply via email we closed your request, you responded on 16^th May 2018
with the following information:

Information regarding University of Warwick's "purchase cards" is provided
on the University of Warwick's website, under "Purchasing Card
Information". Please see
[1]https://warwick.ac.uk/services/finance/p...

I would like to submit a refined request of University of Warwick
Corporate Credit Card/Purchasing card, itemised bills, for Vice-Chancellor
& President Professor Stuart Croft, from February 2016 to April 2018 (or
latest possible date).

Details of the current Vice-Chancellor’s expenses are published online on
a voluntary basis in order to provide details of the travel, accommodation
and subsistence costs for the Vice-Chancellor in the course of performing
their duties for the University. This is intended to be read in
conjunction with the University of Warwick’s statutory accounts, which can
be found here:

Although not complete yet as the current Financial Year is still ongoing,
you can also find the expenses, travel and subsistence information for the
University of Warwick’s current Vice Chancellor, Professor Stuart Croft
for the periods August 2017 to January 2018 here:

[2]https://warwick.ac.uk/services/vco/vc/re...

Expenses, travel and subsistence information for the University of
Warwick’s current Vice Chancellor, Professor Stuart Croft, are available
using the link below for the periods August 2016 to July 2017:
[3]http://www2.warwick.ac.uk/services/vco/v...

Please find in the attached pdf expenses, travel and subsistence
information for the University of Warwick’s Vice Chancellor Stuart Croft
for the period February 2016 to July 2016:

•                 FOI Request F321.17-18 - VC Stuart Croft Expenses
2015-16.pdf

I trust that this information will be helpful to you. Should you require
any clarification, please contact me.

Yours sincerely,

Helen Pennack

Helen Pennack | Director of University Marketing and Communication |
External Affairs
University House | University of Warwick | Coventry | CV4 8UW

 

References

Visible links
1. https://warwick.ac.uk/services/finance/p...
2. https://warwick.ac.uk/services/vco/vc/re...
3. http://www2.warwick.ac.uk/services/vco/v...