- Applying for a Corporate Card (PCard)
- Getting your PCard
- How to Buy
- Requesting a Limit Increase or Removal of Blocks
- Reconciling your Card
- Disputes
- Replacing Your Card
- Change of Employment
- Mitigating Fraudulent Transactions
- Contacts
- Related Policies
Cardholders whose cards are coming up to their expiration date will receive notice when their new card is available for pickup. No action is required.
Applying for a Corporate Card (PCard)
- Complete the appropriate application form, including receiving your Department Head’s signature. If the Default Funding Source for your PCard will be a research account, the Fund Holder will sign as the Department Head.
- Email the completed and approved application form to Procurement Services.
Important: The Department Head’s signature delegates posting authority to the Cardholder.
Getting your PCard
Procurement Services will email the Cardholder when their card is ready to pick up.
- Come in person at the address indicated in the email to pick up the Card. Please bring identification, preferably your Campus Card;
- Sign the back of the Card and the Cardholder Agreement. Also see the Procurement Card policy;
- Call the Card Issuer to activate the Card as per the instructions provided by Procurement Services.
How to Buy
The Cardholder can place orders by phone, online, and in person.
Before Buying
Before buying, confirm:
- Purchase is not a prohibited Card transaction (see the Procurement Card policy);
- Purchase is compliant with current Provincial Policies;
- Total cost does not exceed the Cardholder’s purchase limits. Total cost includes shipping charges, currency exchange and taxes;
- Applicable taxes. The University is required to pay sales tax in the majority of instances, however tax implications may vary;
- Vendor accepts the Pcard;
- Product is available;
- Price is the best that can be obtained (ask if educational discounts are available);
- Delivery date meets expectations and needs;
- Appropriate method of shipping and handling is selected and special handling instructions are defined.
Making your Purchase
Purchase by Phone
- Provide the vendor their name, phone number, department name and shipping address;
- Obtain a confirmation order number (if available).
Purchase Online
- Ensure that the appropriate consideration is given to security concerns (i.e. encrypted web sites);
- Print copies of orders before submission;
- Obtain electronic confirmation of the order;
Check your Receipt
Ensure that the receipt, and/or packing slip contains the:
- Vendor name and address;
- Description of items purchased;
- Quantity of goods ordered and received;
- Itemized unit prices and the amount extensions;
- Sales taxes are accurate (if applicable);
- Shipping charges (if applicable);
- Grand total of order.
Receiving your Purchase
Ensure that the goods or services have been received before completing the reconciliation process.
- Check that the order is correct;
- Ensure that documentation (e.g. a packing slip, invoice or Pcard transaction slip) is received and kept safe;
- Contact the vendor if there is any problem with the transaction.
Refunds (Credits)
The vendor must issue a credit to the Cardholder account for any item that they have agreed to accept for return or price adjustment. This credit will appear on the Cardholder’s statement and should be reconciled in the same manner as other transactions.
Requesting a Limit Increase or Removal of Blocks
Requests for one-time limit increases or one-time removal of blocks on the Pcard may be sent to the Card Administrator by email. Please copy the Cardholder’s supervisor, and include details of your purchase (total amount, vendor name, what you are buying).
Requests will be considered on a case by case basis for approval, in keeping with all applicable policies. If your request is declined, you will be provided with an alternative purchasing option.
Reconciling your Card
Daily transaction data is available on FAST. The Cardholder can access and review their Pcard activities using this portal.
Procurement Services will notify Cardholders monthly when reconciliations are due. The Cardholder will:
- Review the transactions for accuracy, and initiate disputes if required;
- Update the default FOAPAL if required;
- Attach all receipts;
- Submit for approval.
The Cardholder is responsible for any discrepancies that may appear in the documentation, and should always attempt to resolve any discrepancies directly with the vendor.
Where reconciliations are not completed in a timely manner, the Card may be suspended.
Disputes
The Cardholder is responsible for resolving all discrepancies and disputes directly with the vendor.
- Every effort must be made to resolve disputes within 30 days of the transaction.
- If the Cardholder is not able to resolve the dispute within 30 days, the Cardholder must contact the Procurement Services to intervene with the Card Issuer on behalf of the Cardholder.
Important: The Card Issuer does not recognize disputes over 60 days from the date of the transaction.
Replacing Your Card
Lost or Stolen Card
The Cardholder should immediately contact the customer service number of the bank to report the stolen or lost Card. This number is available 7 days a week, 24 hours a day for reporting purposes.
The Cardholder must be prepared to provide the following information:
- Cardholder’s complete name;
- Circumstances surrounding the loss of the card;
- Any purchase(s) made on the day the Card was lost or stolen;
- Details of the last purchase amount and location;
- Personal identification information;
- Identify if there is a need to replace the Card.
After a missing or stolen card incident is reported to the Card Issuer, the Cardholder must notify Procurement Services so that the University records can be updated accordingly.
Defective Card
If a Card needs is worn out or defective, the Cardholder should notify Procurement Services, who will request a replacement Card from the Card Issuer.
Procurement Services will email the Cardholder when a replacement is available for pickup (typically 5 business days).
Change of Employment
Termination
When a Cardholder leaves the University, the Fund Holder must:
- Notify Procurement Services immediately;
- Obtain the Card and all outstanding documentation on the account of the Cardholder;
- Reconcile the charges.
Procurement Services will cancel the card once it is reconciled.
Temporary Leave
When a Cardholder leaves their position or changes responsibilities on a temporary basis (i.e. sabbatical, parental leave, sick leave), the Fund Holder must:
- Obtain the Card and all outstanding documentation on the account of the Cardholder;
- Reconcile the charges;
- Email Procurement Services to request they deactivate or cancel the Card.
Change of Department
If the Cardholder will continue to use their Card in the new role, the new Department Head or Fund Holder should email Procurement Services to request a profile update. The request should include the new Default Funding Source and start date.
If the Cardholder no longer needs a Card, the same procedure as “termination” applies.
Mitigating Fraudulent Transactions
It is the responsibility of the Cardholder to maintain control and security for the Card, and protect sensitive information such as the Card number and expiration date.
Cardholders are expected to take care in using their Card, and at minimum, be aware of the following protocols and recommendations.
- If your card is declined, lost, or stolen, email Procurement Services immediately to reduce the risk of fraud;
- Check your card transactions regularly. If unknown charges appear on your statement, email Procurement Services immediately;
- Do not leave your Card unattended;
- Never share your PIN with anyone or leave it written next to your card;
- Do not share confidential information over the phone, fax or in an email. Remember, the bank will never call or send you an email and ask you to provide your full card number or password.
- Do not transmit your card number by email or write it down. If a merchant insists on you transmitting your card number in this manner, contact Procurement Services;
- Use known, trusted sites for online purchases. Choose retailers that you are familiar with. If you are not familiar with a site, do some research to find out more about it; and
- Only shop on a secure network. Only use secure, reputable websites and avoid making transactions over public WiFi.
Contacts
Director, Strategic Procurement,
Administrative Officer, Procurement Services