Purchasing Card Training
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Agenda
• Purchasing and Payments System as it exists
in Oracle
• Purchasing Card System
• Demonstration of BMO Details Online
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The Purchasing Process
Requestor
Purchase Req.
Approver
Approver
Approver
Paper Req
Purchasing
Electronic Req
Acme
Ltd.
Agent
Requestor
Accept Goods
Image sent to Dept. for
approval/confirmation of
goods received
Payment
Ship Goods
Invoice sent to Purchasing to be
scanned into the Markview system
Cheque
Sent to
Acme Ltd.
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Approved Methods of Purchase
• .01-100
Petty Cash, Purchasing Card
• 101-5000
Purchasing Card, Purchase Requisition
• 5001-25K
Purchase Requisition
• 25001-
Purchase Requisition + competitive bidding
100K
• 1000011Mill
• >1Mill
process
Purchase Requisition + public competitive
bidding process
Purchase Requisition + written bids through
public competitive bidding process
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Purchasing Process – High Value
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Purchasing Process – Low Value
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Purchasing Card
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Frequently Asked Questions
Q: What is a purchasing card and why would I want a
card?
A purchasing card is basically a “credit card”
that can be used to acquire and pay for smaller
dollar purchases of goods or services without
having to issue a purchase order.
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Frequently Asked Questions
Q: Who is eligible to obtain a purchasing card?
Any one responsible for completing routine purchase
requisitions, petty cash transactions, or
miscellaneous payment requests is eligible to obtain
a purchasing card.
Your department head must approve all requests for
cards, Each department is responsible for
determining who will manage and administer its
card(s).
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Frequently Asked Questions
Q: Is there a limit to the number of cards that a
department can have?
No, cards are issued to individuals, a
department can have as many cards as are
necessary.
10
Frequently Asked Questions
Q: How do I get a purchasing card?
The Purchasing card application is now part of
the “System Access Request” form. In addition,
the “Approving Official Agreement” form must
be signed by the approver.
Return the completed forms to the Purchasing
Card Administrator for processing. At the time of
card issue, cardholders are required to sign a
"Cardholder Agreement" form.
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A MasterCard with Control
Features
• Transaction Limit (up to $5000 CDN)
• Monthly Limit (up to $25000 CDN)
• No Country Code Blocking
• Cash Advance Blocking
• Merchant Category Blocking
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Prohibited Purchases
Complete list of Blocked Merchants available on P-Card website
http://www.ryerson.ca/purchasing/card/pcard/Pcard_MCC.htm
• Personal purchases
• Car Rentals
• Travel expenses
• Gasoline
• Business entertainment
• Car washes
• Donations
• Alcoholic beverages
• Gift certificates
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Suggested Purchases
• Magazines
• Books
• Conference
Registrations
• Office Supplies
• Software
• Lab Supplies
• Postage
• Printing & Duplicating
Services
• Minor Maintenance and
Repair Work
• Taxi
• Professional
Membership Dues
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Frequent Asked Questions
Q: Can the purchasing card be used for telephone purchases?
Yes, but cardholders should exercise caution when giving
out a purchasing card number over the telephone. When
placing orders by telephone, cardholders should only
conduct business with a reputable supplier familiar to
either the requisitioning department or the Purchasing
and Payment unit.
Following these simple tips helps to reduce the risk of
fraud and other potential problems.
Note: You may contact any of the Purchasing Agents to
confirm that the merchant is reputable. The four Agents
are Aris Medeiros, Peter Herman, Olga Payne and Susie
Temou.
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Frequently Asked Questions
Q: For telephone purchases, is there anything that I must
remember?
The cardholder is responsible for instructing the supplier to
provide a detailed receipt listing all good and/or services,
pricing taxes and shipping or delivery charges.
The supplier should be instructed Not to send an invoice to
Purchasing and Payments.
Note: If the receipts is missing one of the following items,
please fill in the Supplemental Receipt Form and attach the
slip to the form. Please ensure that your Approver has signed
the Form.
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Frequently Asked Questions
Q: Can the purchasing card be used to purchase good and
services over the Internet?
Using the purchasing card over the Internet is allowed.
However we suggest caution and dealing with organization
you know because it is difficult to determine whether the
organization receiving your card information is reputable
and transmissions are secure.
Note: You may contact any of the Purchasing Agents to
confirm that the merchant is reputable. The four Agents are:
Aris Medeiros, Peter Herman, Olga Payne and Susie Temou.
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Frequently Asked Questions
Q: For Internet purchases, is there anything that I
must remember?
Purchases over the Internet may require a Billing
Address. If so, please use the following:
350 Victoria Street
Toronto, ON
M5B 2K3
(416) 232-0789
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The Purchasing Process
Purchasing Card Purchase
Purchasing Card
Widgets
ACME
Ltd.
Reminder: Keep All Original Receipts
Note: If you lose the original receipt please fill in a
Supplemental Receipt form (your approver must sign the
form) located on the purchasing card website:
http://www.ryerson.ca/purchasing/forms/index.html#PCARD
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Cardholders’ Responsibilities
• Approving and reconciling your transactions for the
period (21st to 20th) on or before the 20th of every month
• Submitting all original receipts along with a Custom
Cardholder Statement Report to the Card Administrator
by the 10th of the next month. (Researches submit to
Maria Medeiros upon receipt of report)
• Immediately reporting your card lost or stolen
• If you are changing departments or departing from the
University please return the card as this one must be deactivated and a new card must be issued. Inform the
Purchasing card Administrator of changes in position or
Purchasing Card responsibilities.
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Approvers’ Responsibilities
• Approving all cardholders’ transactions on or
before the 22nd of every month
• Ensuring all transactions made were legitimate and
charged to right account.
• Ensuring cardholders uphold their responsibilities
or if necessary complete the responsibility on
behalf of the cardholder
• Approvers are encouraged to examine cardholders’
receipts before they are submitted to the
Purchasing Card Administrator
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Accountability
• Cardholders and Approvers are responsible for all
purchases made on the purchasing card.
• the Approver is the control point for the integrity of
the Program and protection of department’s budgets
• Purchasing Card does not affect your personal credit
rating
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Ensuring Responsibilities are
Completed
•
•
Cardholders and Approvers receive P-Card Alerts on
a regular basis
If
1.
2.
3.
obligations are not met:
E-mail Reminder
Purchasing Card Suspension Warning Letter
Purchasing Card is Suspended
NOTE: All accounts are subject to audit review
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Demonstration
We will now do a demo of BMO Details Online:
https://www.bmodetailsonline.com
*** The cardholder/approver must log into the
above website to approve their purchases ***
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Purchasing Card Process
• Cardholders make their purchases
• View transactions on Details Online (BMO Site)
• Transaction is reviewed by the cardholder
• Transaction is approved by the approver
• Transactions are charged to the appropriate cost
centre at the end of the month
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Purchasing Card Process
• Transactions not approved by the deadline are
charged to the cardholder’s default cost centre.
• Purchasing & Payment receives one bill for all
transactions made during the billing cycle. This
bill is paid within 7 days from a clearing account.
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Changing the Cost Centre
Segment Identifiers and Field Lengths:
•
•
•
•
•
Fund – F##
Cost Centre – C#####
Account Code – A####
Activity – T####
Employee/Course – E#########
Note:
•
•
•
•
Must be entered in “Customer Code” field
Always enter identifier in upper case
No spaces or dashes
i.e. F11C12345A7070T0000E123456789
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Customer Code Field
This text box must always remain
blank unless you are changing the cost
centre/account. Do not fill in the
actual customer code from the
merchant.
The Customer Code text box must remain blank, unless you are
changing the cost centre. If you have any characters or
numbers in the box please delete it.
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Disputing a Transaction
•
If unsure of legitimacy, ask administrator to have BMO request
an invoice from supplier (may take 30 days)
•
Attempt to resolve unauthorized/incorrect charge with supplier
•
If the charge needs to be disputed:
1.
2.
•
Inform both approver and Purchasing Card Administrator
Dispute on Details Online (check off transaction, click
transaction detail, and click Dispute Txn)
Within the next week, check Details Online to ensure that the
dispute has gone through
Note: When you are pulling up the transaction in the “Transaction”
module, change the Search to “All Record Types”
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Policy & Procedure Highlights
• Dividing a purchase into several transactions to
avoid the per transaction limit is PROHIBITED
• Cards cannot be transferred to, assigned to or
used by anyone else other than the designated
cardholder
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Policy & Procedure Highlights
•
•
•
Under no circumstances should the cardholder use
the P-Card for personal purchases
Failure to abide by this condition will result in the
revocation of card privileges and can lead to
termination
In the case of inadvertently charging a personal
purchase, the cardholder must:
1. immediately notify both their approver and the Purchasing
Card Administrator
2. reimburse university in the same period and attach cashier’s
slip to Custom Cardholder Statement Report
3. note in the description field when approving the transaction,
that the university has been reimbursed
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Policy & Procedure Highlights
• Purchases made outside of Ontario may not
include taxes and duties
• A Self Assessment is done at the end of each
month
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Policy & Procedure Highlights
• Please read through the Policy and Procedures available
both in your Training Folder and on the purchasing card
website at
http://www.ryerson.ca/purchasing/card/pcard/index.html
• If you have any questions or do not understand any of the
procedures please contact the Systems Administrator at ext.
4107 or via e-mail: nirva.saatjian@ryerson.ca
• It is important the both the cardholder and approver
understand their responsibilities. If the cardholder or
approver does not follow the policies and procedures of the
PCard system, then the Systems Administrator will suspend
the card and both the cardholder and approver will need to
go through a retraining to get the card reinstated.
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Purchasing & Payment Site
The new purchasing card forms
are located on the purchasing
card website at
http://www.ryerson.ca/purchasi
ng/forms/index.html#PCARD
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Forms
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Contact Information
Purchasing Card Website:
http://www.ryerson.ca/purchasing/card/pcard/index.html
Questions/Inquires Contact:
Nirva Saatjian
E-mail: nirva.saatjian@ryerson.ca
Ext: 4107
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