Memorandum
DATE:
September 20, 2013
TO:
Full-Time Administrators
FROM:
Cathy Dempsey, Director, Finance and Administrative Services
SUBJECT: Broader Public Sector Purchasing and Travel Expenses Procedures
Update
Algonquin College is a public institution within the Ontario Broader Public Sector and as
such is required to maintain appropriate purchasing policies that comply with the Broader
Public Sector Directives established by the Provincial Government.
This memo is intended to remind all College staff of current purchasing policies and
guidelines.
Click here to view the Ontario government’s BPS Expenses Directive:
http://www.mgs.gov.on.ca/en/Spotlight2/STDPROD_098139.html
Click here to view the College’s purchasing policy on the Purchasing page:
http://intraweb.ottawa.ad.algonquincollege.com/departments/finance/left%20hand%20ar
eas/Purchasing/default.htm
Update on Changes:

A new Employee Acceptance of Gifts policy was introduced on June 19, 2013.

The College has increased the Purchasing Card transaction limit from $1,000 to
$2,500 in 2012. Monthly expense reports can now be coded and submitted
electronically.

Cash advances for domestic travel have been discontinued.
17-Feb-16
Finance and Administrative Services
As of January 1, 2013 AODA requirements must be included in the procurement
process.
1. Purchasing Limits
The current College purchasing policy prescribes the following limits for procurement of
goods and services.
Goods, Non-Consulting Services and Construction
Value
$1 - to $2,500
$2,501 - $24,999
Procurement Method
Requirement
No quote
One (1) written quote
$25,000 - $99,999
PCard
Online purchase requisition
Invitational Competitive
Procurement
$100,000 and over
Open Competitive Procurement
Public Tender Process
Three (3) written quotes
The above amounts are for the total cost of procurement before taxes.
2. Signing Authorities
College administrative staff, who hold a supervisory position, are the only staff that have
authorization to approve AP Vouchers, invoices and purchase requisitions for payment
subject to the following limits:
Managers, Chairs, Directors and Deans
Up to $25,000
Vice-Presidents, President
Within Budget
All AP Vouchers and invoices must be signed by the appropriate signing authority prior
to processing for payment.
3. Visa Purchasing Cards
The use of College purchasing cards for one-time or emergency purchases under $2,500
is strongly recommended. In 2012, the College had a total spend on the Purchasing
Card totalling $3.6 million, resulting in a cash rebate of $21.5K. Once transactions reach
$4 million, the rebate will increase to $26K; therefore, we need your help to reach this
goal.
All cardholders are required to submit a copy of their monthly statement with the
following:
-
Intellilink Expense Report with detailed receipts for each charge (not just the credit
card receipt showing the total charge)
Copy of Travel Authorization, if applicable
Approval by cardholder supervisor
17-Feb-16
Finance and Administrative Services
Cardholders can now code and submit their reports electronically. Manual reports to
record Visa transactions will no longer be accepted. Click here to view the College’s
Credit Card Program information:
http://intraweb.ottawa.ad.algonquincollege.com/departments/finance/left%20hand%20ar
eas/College%20Credit%20Card%20Program/College%20Credit%20Card%20Program.h
tm
4. Travel, hospitality and miscellaneous expenses
Expenditures relating to the recognition of events such as birthdays, weddings, showers
or holidays are not to be paid for from College funds.
When claiming expenses for meals or entertainment, the name of the individuals, plus
name and purpose of the meeting must be recorded on the receipt. It is essential that
an itemized receipt be submitted for every meal; a receipt showing only the total charge
is not acceptable.
Gasoline purchases may be charged only for college-owned vehicles and rental
vehicles. Vehicles must be rented under the College’s name. Insurance is covered by
the College’s policy; additional insurance from the rental agency should not be
purchased.
Expenses for transportation, accommodations and meals, while travelling out of town,
should be charged to 44700 (Travel) or 44701 (Travel Professional Development) as
applicable. All travel related expenses, including mileage charges for the use of one’s
own vehicle, must be supported by an appropriately signed travel authorization form.
Refer to the College’s Travel and Travel Expense Claims policy at:
http://www2.algonquincollege.com/directives/policy/ad12-travel-meals-and-hospitalitypolicy/
A copy of the approved “Travel Authorization” must be submitted with your travel
expense claim and with your credit card report for any travel expenses charged to your
corporate credit card. It is not necessary to submit the Travel Authorization form to
Payroll prior to travel.
Your assistance regarding these procedures is appreciated as we endeavour to make
the most effective and efficient use possible of the College’s resources.
If you have any questions regarding the information above, please feel free to contact
the following managers in Finance and Administrative Services:
Solveig Keshavjee
Carolle Gauthier
Manager, Purchasing
keshavs@algonquincollege.com
ext. 5050
Manager, Accounting Purchasing and Logistics
gauthic@algonquincollege.com
ext. 5132
17-Feb-16
Finance and Administrative Services