Related Documents: Purchasing Card (P-Card) Policy and FAQ
Approval Dates: December 2006, April 2012
Approved by: Vice President, Administration and Finance
Jurisdiction: Vice President, Administration and Finance, Chief Financial Officer, Financial Services
Next Review Date: 3 years from last approved date (2014)

What:

This procedure describes how to obtain and use a Ryerson Purchasing Card (P-Card) to make approved low dollar value purchases within the guidelines established.

Applies to:

Faculty and staff

What You Need to Know:

The Ryerson P-Card is a corporate credit card which can be used by faculty and staff to purchase approved University-related goods or services up to but not exceeding $5,000. per transaction with a monthly credit limit of up to but not exceeding $25,000.

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

Related Policy:

Purchasing Card Policy and Purchasing Policy http://www.ryerson.ca/financialservices/about/services/policies/index.html

Applying for a Purchasing Card

Complete the Financial Services System Access Request Form. http://www.ryerson.ca/content/dam/financialservices/about/services/forms. Please identify the DEFAULT COST CENTRE to be used for this P-Card.
Ensure you obtain the approval of the person with budget authority (usually one or more administrative levels higher) for the DEFAULT COST CENTRE identified.
Forward the application form to the Purchasing Card Administrator, Purchasing and Payment Services, Financial Services.
The applicant will be issued a P-Card upon completion of mandatory training by both the applicant and approver, and receipt by the Payment Services of a signed Cardholder Agreement and Approving Official Agreement.

Using a P-Card:

Handy Tip: Before making a purchase, check with the supplier to confirm that they will accept payment via MasterCard.

Only the Cardholder is allowed to make purchases using their P-Card.
The P-Card may be used with any supplier who accepts MasterCard as a method ofpayment, other than for ineligible purchases noted below.
The P-Card can be used for telephone and online purchases.
Cardholders should verify the total price, including taxes and shipping fees, with the supplier prior to shipment.
Cardholders are responsible for informing suppliers of delivery and shipping instructions to Ryerson Receiving dock and verifying all shipping costs with the supplier at the time of ordering. In addition, all delivery documentation must be retained by the Cardholder for record keeping and monthly reconciliation purposes.
Cardholder and approver must be satisfied that the costs associated with every P-Card purchase are fair and reasonable.

Examples of Eligible Purchases

P-Card purchases may include, but are not limited to, the following list of goods and services, up to their P-Card limit per transaction ($5,000) with a maximum monthly credit limit per Card of $25,000 or as requested by the approver. This amount includes all taxes and shipping costs.

Ryerson Bookstore purchases
Books/magazines;
Conference, seminar, training or workshop registration fees;
Subscriptions;
Computer hardware, parts and components (e.g. computer cables);
Computer software;
Membership fees;
Emergency printing and duplication services; and
Office supplies, paper products, cleaning materials, etc.
Taxi – replaces taxi chits.

Examples of Ineligible Purchases and/or Practices:

Cardholders are prohibited from using the P-Card to acquire the following goods and/or services:

Consulting Services of any amount
Personal purchases;
Travel expenses**;
Business meal and entertainment;
Car washes, gasoline;
Cash advances;
Gift certificates / cards;
Goods and services covered by a Blanket or Systems Contract*** (unless the agreement allows P-Card purchases).
Alcoholic beverages;
Hazardous materials.
Donations

Failure to abide by these limitations will result in the suspension and revocation of card privileges.

** Conference, seminar, training or workshop registration fees are the only travel-related expenses approved for use with the P-Card. Airfare, hotel rooms, hotel deposits, meals, car rentals and any other incidentals are excluded.

Responsibility of the Purchasing Card Administrator:

Accept new applications from Faculty and staff and works with the approver to confirm the approval hierarchies prior to issuance and the activation of new cards;
Ensure that cardholders are trained and receive appropriate updates and communications;
Maintain a permanent file of cardholder applications and related information;
Send P-Card Alerts to Cardholders and Approvers on a regular basis.
E-mail monthly Custom Cardholder Statement Report to Cardholders on or about the 21st of each month;

Assist in the resolution of problems involving Cardholders, suppliers and/or the card issuing company, review monthly billing statements, reconciliations, compliance and exception reports, management reports for unusual activity, notification of appropriate department head of issues, and ensure the accurate transfer of billing information to appropriate cost centers;
Conduct random audits of card statements and submit a report of compliance issues to the Manager, Payment Services, e.g. cards recommended for suspension or cancellation due to policy non-compliance.

Responsibility of the Cardholder:

Keep the P-Card in a secure place
The Cardholder is required to submit the Custom Cardholder Statement Report for each monthly payment cycle with supporting documentation and receipts.
Submit proper transaction documentation to the approver in a timely manner.
It is mandatory for Cardholders to retain all original supplier documentation for all purchases made in person, by telephone or online using the purchasing card. Supplier documentation must include - date of transaction, name of vendor, amount of transaction and item(s) purchased.
If the supplier documentation does not include the required information or if supplier documentation is missing, complete a Supplemental Receipt form and include it with the monthly submission.
Immediately report a lost or stolen P-Card to both BMO and the Ryerson Purchasing Card Administrator. A Card Close Notification form should be completed and sent to the Purchasing Card Administrator as soon as possible after the event.
Report a change in position or department to the Purchasing Card Administrator.
Return the P-Card to their supervisor or the Purchasing Card Administrator for Cancellation and submit a Card Close Notification form, if the cardholder terminates or resigns from the university.
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 the Cardholder will be required to reimburse the University for any non-compliant purchases.
Review all transactions on Details Online by the 20^th of every month.

Responsibility of the Approver:

Ensure the Cardholder’s purchases are legitimate purchases for the University and charged to the correct cost centre.
If not done by the Cardholder, immediately report a lost or stolen P-Card to both BMO and the Ryerson Purchasing Card Administrator. A Card Close Notification form should be completed and sent to the Purchasing Card Administrator as soon as possible after the event.
Inform Purchasing Card Administrator of a change in department or position, long term disability, leave of absence, sabbatical, depletion of budget/funds for themselves or any cardholders reporting to them.
Request the cancellation of P-Cards for cardholders resigning from the University, and submit a Card Close Notification form.
Approve all transactions on Details Online for cardholders that report to them, by the 22^nd of every month.

Responsibility of Dean, Senior Director or Department Head or designate:

Approve issue of Purchasing Cards; authorize transaction limits (single purchase to a maximum of $5,000 and monthly maximum $25,000). Identify and authorize approvers.

Approve Payment and Reconcile Cardholder Account(s):

Cardholders and their Approvers are responsible for the completeness and accuracy of the Cardholder statements and for reviewing and approving transactions through the BMO Details Online system. To allow for the accurate and timely update of cost centers, it is recommended that transactions are reviewed and approved regularly throughout the month.
The Custom Cardholder Statement Report and attached documentation must be submitted to the Purchasing Card Administrator by the 10th of the following month.
For research accounts, the report and documentation must be submitted to Coordinator, Research Projects Administrator by the 21st of each month.
In the event a cardholder leaves the University before approving their transactions, the approver is still responsible for approving the transactions and submitting receipts.

Handy Tip: BMO Details Online can provide the Cardholder with a statement that details the current and previous two (2) payment periods. This statement can be used instead of the Custom Cardholder Report for the monthly submission.

Information and Assistance:

Questions and comments regarding the P-Card policy and procedure should be directed to the Purchasing Card Administrator. Questions about financial issues should be directed to the Cardholder’s Financial Advisor in the Department Services unit of Financial Services.

University Administrative Policies