When do I use the Procurement Card (PCard)?
A Procurement Card can be used when making purchases for goods or services under $5,000. The P-Card can be used at:
- Any vendor that commonly accepts credit cards
- Baker’s Grill
- What is a Procurement Card?
The Procurement Visa Card (P-Card) was introduced to provide an efficient and effective method of procuring and paying for low dollar value goods and services. The P-Card provides the fastest means by which to pay a vendor directly, and is commonly accepted by vendors who are traditionally set up to receive payments by credit card.
- Reduces the cost and amount of paperwork required to purchase low value goods and services
- Improves the timeliness of purchases and control of Merchant payments
- Improves management reporting on purchasing activities
- Improves supplier negotiations of supply terms
- When do I use a Cheque Requisition?
The Cheque Requisition can be used for low value purchases as outlined below:
- Reimbursement of an individual’s University-related expenditures (not including travel)
- Payment for services to individuals who are not employees or students of the University in accordance with the Independent Contractor Questionnaire form
- Payment to vendors for services rendered or products that have been purchased where the vendor does not accept payments via the Procurement Card
- Awards, Prizes, and Honorariums
- Refunds for over-payments/deposits
- What is considered acceptable supporting documentation?
Supporting documentation may include, but is not limited to:
- Original receipts/internet receipts
- If a receipt does not have the vendor’s name or item description, the requestor must write the vendor’s name and description on the receipt
- If a meal receipt is for more than one individual, names of all guests (and their affiliation with the University) must be provided with the receipt
- Receipts must match to the amount submitted for reimbursement, if not, a brief explanation should be provided to avoid any delay
- Packing slips that clearly indicate the vendor, amount paid, and proof of ownership transferred (generally in conjunction with an order confirmation)
- A Certificate of Missing Documentation Form (if an original receipt is unobtainable/lost. No longer used for Travel and Expense)
- E-mails/Letters (Sponsorships and Honorariums may be supported with written notification including the details of the payment/award)
- University pamphlets and announcements (when paying an Honorarium)
- Payment to Independent Contractor Questionnaire and Indemnification Form, in conjunction with an original invoice (when service is being provided by an individual or small business outside of the University)
- What is considered unacceptable supporting documentation?
The following are not acceptable as backup documentation on their own, but may be acceptable in conjunction with one of the items listed above:
- Invoices which do not indicate payment has been made (specifically for reimbursement)
- Cashed cheques or copies of cheques made payable to a third party
- Credit card/ bank statements (unless accompanied by another proof of agreement, or as a currency exchange indicator)
- Credit card/ debit slips (except gas reimbursements or taxi receipts)
- Vendor quotes or statements
- What needs to be included on the Cheque Requisition?
- Full name and address of payee
- The payees identification number (if a member of the University community – e.g. Banner/Employee/Student ID#)
- Type of payment (i.e. reimbursement, payment for goods, payment for services, refund, honorarium)
- Business purpose for the expenditure
- Mailing instructions (i.e. mail out, return to the department, wire transfer, attachments)
- Department contact (including full name, extension, campus address and department name)
- FOAPAL to be charged (Fund, Org, Account, and Activity); the Activity code is optional
- Total value of cheque to be created (breaking out the sub total and the taxes to ensure rebates are received)
- Requisition date (for follow up purposes)
- One-up signature for reimbursement (if required)
- Fund/Org authority signature
- If document must be mailed with the cheque, provide an original, as well as a copy for Accounts Payable, and clearly indicate what must be included with the cheque
- What is the payment turnaround for CDN/US cheques/Direct Deposits?
Requisitions can take up to 5 business days from the point the requisition is received in the Business Office. Ensuring completeness of the requisition and appropriate supporting documentation will help expedite the process. If a cheque is required by a specific date, clearly indicate so in the “cheque required by” field. If a cheque is required RUSH (i.e. next day), the requsition must be hand delivered to the Accounts Payable Supervisor for approval. It is also advisable to contact the Supervisor prior to delivery, to ensure that the requisition meets the requirements for cheque creation.