APM-7302.2 Purchasing Card User Guide
Contents
1. APM 7302 2 Purchasing Card User Guide Prairie vo Malley Leadershin in Learnina and Life Contents Atro CUCL IO Nierse EM 3 Getting a Purchasing Card detecte eet ecgpentean eects ceagexsnceadhssi lt cadexshde tees tie va depen doque v eaeeersnanteeveedeerss 3 Features withirthe Pro gratis 2 cccccssesetslossedeessstoo2ase8s aevesesens2eleueau des ssgeudacssunueueuaeesdeleeepesaseatestecsseeueucsovnstelees 4 General INFORMACION eom e iE E e cbval vet e O ae EE O Ea EE SEE 5 Reconciliation Record Retention and PayMent cccccsecssssececececessesssaecececeseeseeeeeeeeecessesseaeaeeeeeeessessaeees 5 Card Cancellation or Personnel L aving cccccccscssssssssecesececsesesssaeeesecscseseaeaecesecsssesesaeeeeeeeeuseesssaeaeeeeeens 6 Purchasing Card Dispute Process when records do not agree with statement ueuessusss 6 Managing Cardholder Declines sess nn ninh nnns e nni n annis 7 KEY CONTACTS LE 8 Egli 8 BMO Financial cien omm Ha 8 Lost or Stolen G o 8 How to activate anew Cardi EET 9 Introduction The purpose of the Prairie Valley School Division Purchasing card is to establish a convenient efficient cost effective method of purchase and payment for small dollar transactions and to provide schools with a simple method for direct purcha2. e customer service centre the card holder will need to supply the following Name of organization Cardholder Name Card Date of Transaction Amount of Transaction Key Contacts Plan Administrators Carol Sternig Financial Analyst Phone 306 949 6368 Fax 306 949 1277 Email finance pvsd ca Janine Blyth Manager of Accounting and Payroll Phone 306 949 6377 Fax 306 949 1277 Email Janine Blyth pvsd ca BMO Financial Group Client Services Department 3300 Bloor Street West 7 Floor Centre Tower Toronto Ontario M8X 2X3 Toll Free 1 800 844 6445 Email ebsclientservices bmo com BMO purchasing card customer service representatives are available 24 hours a day seven days a week They are responsible for the following e Activating new cards e Answering questions about account balances and other related account inquiries e Lost or stolen cards e Emergency replacement cards e Processing disputes Lost or Stolen Cards Canada and US 1 800 361 3361 International 541 877 0330 How to activate a new card Call 1 800 263 2263 to activate new purchasing cards Appendix The following vendors have been contacted and have confirmed that they will accept credit cards at the time of purchase e HBI e Prairie Co op e SaskTel e Powerland e Supreme
3. ervices e Services normally provided through Maintenance department work orders e Temporary help e Hazardous materials e Personal purchases e Tips on meals Merchant categories that have been blocked on the purchasing cards are e Cash advances and other financial services e Airlines and Other transportation services limited on some cards e Liquor and drinking establishments such as bars lounges and nightclubs e Betting Contact the Plan Administrator for a complete list General Information Capital equipment such as division assets are not currently included under the purchasing card program for schools It is the responsibility of the principal supervisor of all cardholders to monitor the purchasing card usage The purchasing card program is designed to be simple and easy to use The card provides the holder with a tool to perform their job more quickly and with fewer steps to accomplish the same task Each cardholder is responsible for the security of their purchasing card and the transactions made against it The purchasing card is issued to each individuals name and it will be assumed that any purchases made against the card will have been made by that individual Although the card is issued in individual names it is the property of the division and is only to be used for division purchases The Plan Administrator will control and maintain a central listing of all cardholders limits etc Remember division funds are commi
4. mments field when necessary Comments field is to be used for all Professional Development costs indicating who is attending Enter appropriate General Ledger codes for the transaction Print cardholder statement from the internet and attach supporting documentation and receipts for each transaction GST charges must be identified per transaction The cardholder acknowledges the verification of all monthly transactions by signing the purchasing card statement The cardholder must forward their signed monthly BMO MasterCard statement and all transaction receipts to his her supervisor for approval and authorization The cardholder should retain a photocopy for future reference All authorized monthly statements must be forwarded to Accounts Payable by the 6 of the month following for storage filing as per Revenue Canada guidelines Responsibility rests with the purchasing card user and account code holder to ensure all transactions are accurate and legitimate Any discrepancies must be identified and appropriate action taken to resolve any problem The Plan Administrator will be performing regular checks to ensure compliance with the above If proper procedures are not followed for purchases card reconciliation and coding the card will be deactivated by the Plan Administrator Card Cancellation or Personnel Leaving The following are steps to be taken when a card is cancelled or an employee leaves the company Principal supervisor of ca
5. or administrator By signing the Agreement form the cardholder is acknowledging their understanding of the terms conditions and regulations regarding the use of the card as defined in the guidelines and accept responsibility for the card in their possession The signed acknowledgement will be kept on file at Division office Training will be provided for the use of the card as well as for BMO Details Online If a cardholder requires immediate assistance with Details Online please contact the Division s program administrator Features within the Program Monthly limits are placed on the cards No transaction may exceed that limit Examples where purchasing cards may be used e Subscriptions seminar workshop registrations resource materials such as books software miscellaneous instructional materials that require prepayment e Catering or small dining services for in house meetings e Instructional and operating supplies e Home economics house wares and notions e Industrial education classroom supply items e Office supplies postage e Hotels Examples where purchasing cards may NOT be used e Cash advances or other financial services e Liquor purchases e Airlines depending on cardholder e Lottery tickets or other betting e Any merchant product or service normally considered inappropriate use of division funds e Any commitment requiring a purchase agreement contract or similar arrangement obligating the division to future s
6. rdholder is responsible for collecting and cutting the purchasing card in half immediately Principal supervisor of cardholder notifies the Plan Administrator immediately and returns the destroyed purchasing card immediately in a secure sealed envelope marked as confidential to the Plan administrator The Plan Administrator notifies the bank to cancel the card regardless of whether or not the card was returned Purchasing Card Dispute Process The following steps should be taken for all purchasing card transactions in dispute or when records do not with the statement Cardholder identifies a discrepancy initiates the process and follows through to resolution with the following If error is determined to be with the Bank Identify discrepancy to BMO MasterCard Record on monthly transaction log in the comments section Ensure correction appears on next cardholder statement If it is a supplier error e Contact the supplier involved to rectify the billing problem If the supplier agrees that an error has been made they will credit the purchasing card account Cash or cheque refunds are strictly forbidden e Highlight the transaction in question on the monthly statement as a reminder the item is pending resolution e Ensure correction appears on next cardholder statement e f dispute is not resolved cardholders satisfaction contact the Plan Administrator The bank will investigate disputed items by a cardholder for up to 30 days f
7. rom a statement cut off date Managing Cardholder Declines Several factors may create a situation for a card decline These include Exceeded monthly credit limit Merchant Category Code MCC block e Card number entered incorrectly by merchant telephone orders An expiry date entered incorrectly by merchant telephone orders Note Cardholder s must call BMO s Customer Service Representatives within 3 days to determine the reason for the decline If a cardholder is declined they may contact BMO Purchasing Card Customer Service The number is located on the back of the Purchasing Card 1 800 263 2263 The customer service representative has direct access to all cardholder purchasing information and can readily determine the reason for the card decline Cardholder declines remain accessible by the BMO Customer Service personnel for three 3 days Once the reason for the decline has been determined this information credit limit decline Merchant Category Control number exclusion etc should be directed to the Plan Administrator for review and or changes Cardholders may not request changes directly from the BMO customer service centre Note If a card number is entered incorrectly by a merchant or the merchant tries to process the card as a Visa or AMEX the transaction will be declined but will not trace back against the card number within the customer service personnel s terminal When requesting decline information from th
8. ses The purchasing card program is not intended to replace existing procedures for purchases from standing offers or contracts Instead it is intended to provide flexibility and autonomy to cardholders while complementing current purchasing practices The program is designed to reduce the requisition process paperwork and cycle time for small dollar items Record keeping will be essential to ensure the success of the program The use of purchase cards to acquire eligible goods and services is mandatory This means that individuals are expected to do their best to ensure purchase cards are used for eligible purchases The maximum transaction limit for purchase cards is 1 500 unless otherwise approved The purchasing card is not to be used for personal use or benefit Improper use of the card through accumulation of personal benefits from purchases made with a Division purchasing card is strictly prohibited CRA Taxable Benefit Implications Such practices are considered misappropriation of Division funds Misuse will result in suspension or cancellation of the Purchasing Card and may include disciplinary action Cardholders are responsible for the security of the card and the transactions made with it Getting a Purchasing Card Employees that require a purchasing card must complete the Purchasing Card Application Agreement Form The agreement must be completed with the required information and signed by the cardholder and cardholders supervis
9. tted each time the purchasing card is used There is an obligation on the part of all cardholders to use the card responsibly Reconciliation Record Retention and Payment The purchasing card program carries division liability not individual liability The division will pay each monthly statement cardholders will not be required to use personal funds The purchasing card program does not impact cardholders personal credit rating in any way One master invoice each month for the entire division will be paid by the Accounts Payable department Account activity however may be audited at any time by the Plan Administrator Finance Department or by the Division Executive It is required that cardholders retain all receipts for goods and services purchased If purchases are made via phone or mail the supplier should be requested to include the receipt with the goods when the product is shipped The following controls are required for the reconciliation of all purchasing card transactions The purchasing cardholder is required to keep track of all purchases being charged to the individual purchasing card The cardholder reconciles all purchasing card receipts by the 6 of the month following the statement date 27 of the month As part of the reconciliation process the cardholder must o Verify all transactions listed on the statement are valid o Update as necessary any tax amounts and account codes o Enter a description in the co
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