Related Documents: Purchasing Card (P-Card) Procedure and FAQ
Approval Dates: September 2010, November 2011
Approved by: Vice President, Administration and Finance
Jurisdiction: Vice President, Administration and Finance, Financial Services
Next Review Date: 3 years from last approved date (2014)

What:

This policy describes who may obtain and use a Ryerson Purchasing Card (P-Card).

Applies to:

Faculty and staff

What You Need To Know:

The Ryerson Purchasing Card (“P-Card”) is a corporate credit card which can be used by full-time faculty and staff to purchase approved University-related goods or services up to but not exceeding $5000 per transaction.

The P-Card is to be used for University business purposes only as supported by original receipts which are to be forwarded to Financial Services.

Ineligible Purchases: The P-Card may not be used for the following purchases:

• Personal purchases

• Travel and business entertainment (including restaurants, hotels, airlines)*

• Car Rentals, car washes and gasoline

• Alcoholic beverages

• Gift certificates (some exceptions apply; please consult the Payment Services Manager)

• Consulting

• Donations

• Cash Advances

Tip: Are you a frequent traveler? Consider applying for a Ryerson Travel AMEX Card to enjoy simple expense reimbursement and several cardholder benefits. For further details see www.ryerson.ca/purchasing/card/tcard/

Obtaining a P-Card: The written authorization of the department head is required in order to obtain a Ryerson P-Card. The P-Card is the property of Ryerson University, and cannot be transferred to, assigned to, or used by anyone other than the designated cardholder

Approving Transactions Each faculty or department will determine the use, limits, and restrictions of P-Cards to meet their business needs within the approved framework described in this policy and in the P-Card Procedure.

Departmental Cost Centre: When a P-Card is assigned to a departmental cost centre, all transactions are to be approved by at least one administrative level higher than the cardholder.
Research Cost Centre: When a P-Card is assigned to a research cost centre, all transactions are to be approved by the Vice President, Research and Innovation or designate.

IMPORTANT: It is the approver’s responsibility to ensure that reimbursement claims are for business-related expenses, and are supported by original receipts.

External Funding Agencies:

When using funding from external agencies and where their written regulations are different from University regulations, the funding agency regulations will take precedence.

Audit

All expenditures are subject to audit review.

Jurisdiction

This policy is under the jurisdiction of the Vice President, Administration and Finance. Interpretation and administration is the responsibility of the Chief Financial Officer.

Policy Review