Procurement Card (PCard) Procedure
Effective date January 1, 2016
The PCard is a corporate credit card provided through a university strategic supplier partnership
contract for use as a procurement method to purchase small dollar purchases less than $5,000
Canadian (CAD).
PCards may be used by employees of the university authorized to purchase goods and/or select
services for university business, according to guidelines set out in the PCard Guidelines. The
cardholder is responsible for maintaining receipts and completing the monthly reconciliation.
The following dollar limits are in place to manage university risk and have been benchmarked
against other Canadian universities. These limits are in Canadian dollars and include taxes,
shipping and handling, etc.:
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Transaction limit
Monthly limit
$5,000
$20,000
NOTE: Monthly limits maybe increased or decreased by submitting a completed PCard Change
Request form to Payment Services. Transaction limits cannot be increased.
Procedure
1
Complete PCard application form
Download the application form from the Financial Services webpage under Forms & Guidelines.
2
Obtain approvals
a) The financial manager or dean/department head (person responsible for the financial account as
designated by Financial Services) approves the PCard application.
b) Submit completed application form to Payment Services. Applications are processed and cards
received by Payment Services usually within 7 to 10 business days of submitting the application
to the credit card provider.
3
Attend mandatory training and sign Cardholder Agreement
a) PCard applicants are contacted to attend training and pick up their new PCard. This training is
mandatory and the PCard will not be issued until the training is completed.
b) At the training, PCard applicants are required to sign a Cardholder Agreement to formally
acknowledge acceptance of responsibility for the PCard, and the use of the card.
4
Ordering goods from suppliers outside Canada
a) Complete the PCard Fax Order Form and send to the university customs broker – Thompson,
Ahern & Company Ltd. (TACO). The form can either be sent directly to TACO via fax or email,
or send to Purchasing Services if there are other documents that need to be sent to TACO.
b) Send the Shipping to Canada Instructions for Credit Card Purchases form with your order form, to
the supplier.
5
Receiving goods from suppliers outside Canada
See Shipping & Receiving Procedure.
6
Reconcile and submit monthly PCard statement
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a) The PCard statement is available through PAWS and must be reconciled each month by the 3
Friday of the following month. For example, the reconciliation of the September statement is due
by the third Friday in October. No further accounting changes can be made after this timeline.
b) Attach original receipts and forward the statement to the financial manager, dean/department
head, and institutional approver if applicable, for review and approval. Approval indicates
appropriateness of the expenditures.
c) Forward the approved statement to Payment Services.
Related Links/Forms
Customs Importing Procedure
Receiving & Shipping Procedure
Strategic Supplier Partnership Procedure
Procurement Policy
Courier Account Setup Information – eMarket
Procurement Card (PCard) Customs Information
Shipping to Canada Instructions for Credit Card Purchases (also in printable PDF format)
Versions
Document Name
Courier Account Set-up Information
Electrical Equipment Certification
Procurement Card (PCARD) Guidelines
Procurement Card (PCard) Application Form
Procurement Card (PCard) Cardholder Change Request Form
Procurement Card (PCard) Dispute Form
Procurement Card (PCard) Fax Order Form
Procurement Card (PCard) Purchase Log Form
Procurement Card (PCard) Supplier Referral Form
Shipping to Canada Instructions for Credit Card Purchases
Help
Contact Information
Contact:
Phone:
Website:
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For general information regarding the PCard Program
To apply for and processing of PCard applications for employees
For disputed charges on your monthly statement which the supplier cannot rectify. Refer to PCard
Transaction Dispute Form
To inquire as to why your card was rejected
To cancel your card
To report a lost or stolen card (*Also contact BMO regarding this matter)
To obtain a card balance
To notify of a change on your card (name, limit, default UniFi account number – CFOAPAL)
To obtain copies of supporting documentation submitted with prior months' statements
Contact:
Phone:
Website:
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Bank of Montreal (BMO)
800-263-2263
To report a lost or stolen card
To request a copy of missing supporting documentation for a transaction
NOTE: Contact the supplier first, as BMO can take up to 45 days to respond
Contact:
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Purchasing Services, Financial Services
306-966-6704
www.usask.ca/fsd
All procurement related activities including supplier sourcing, competitive bid processes, contracts,
customs/brokerage information or purchasing related training
To identify suppliers who do not accept Mastercard, complete a PCard Supplier Referral Form and
forward to Purchasing Services
For information on coordinating returns with the supplier
To report any discrepancies between what was ordered, received and paid
Problems or concerns with suppliers or BMO
Contact:
Phone:
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Payment Services, Financial Services
306-966-8329 or 8326
www.usask.ca/fsd
Supplier
To dispute a charge on your billing summary. If the supplier cannot address your concern, contact
Payment Services
To request purchase documentation for your transaction if it has not been provided
To request a credit transaction slip to verify that a credit has been issued for a returned item(s)