2Agenda Purchasing and Payments System as it exists in Oracle Purchasing Card SystemDemonstration of BMO Details Online
3The Purchasing Process RequestorPurchase Req.Ship GoodsAccept GoodsInvoice sent to Purchasing to be scanned into the Markview systemChequeApproverPurchasingAgentAcmeLtd.PaymentPaper ReqElectronic ReqImage sent to Dept. for approval/confirmation of goods receivedSent to Acme Ltd.
4Approved Methods of Purchase Petty Cash, Purchasing CardPurchasing Card, Purchase RequisitionK Purchase RequisitionPurchase Requisition + competitive bidding100K processPurchase Requisition + public competitive1Mill bidding process>1Mill Purchase Requisition + written bids through public competitive bidding process
8Frequently 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 smallerdollar purchases of goods or services withouthaving to issue a purchase order.
9Frequently Asked Questions Q: Who is eligible to obtain a purchasing card?Any one responsible for completing routine purchaserequisitions, petty cash transactions, ormiscellaneous payment requests is eligible to obtaina purchasing card.Your department head must approve all requests forcards, Each department is responsible fordetermining who will manage and administer itscard(s).
10Frequently 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.
11Frequently 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.
12A MasterCard with Control Features Transaction Limit (up to $5000 CDN)Monthly Limit (up to $25000 CDN)No Country Code BlockingCash Advance BlockingMerchant Category Blocking
13Prohibited Purchases Complete list of Blocked Merchants available on P-Card websitePersonal purchasesTravel expensesBusiness entertainmentDonationsGift certificatesCar RentalsGasolineCar washesAlcoholic beverages
15Frequent 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.
16Frequently 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.
17Frequently 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.
18Frequently 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 StreetToronto, ONM5B 2K3(416)
19The Purchasing Process Purchasing Card PurchaseACMELtd.Purchasing CardWidgetsReminder: Keep All Original ReceiptsNote: 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:
20Cardholders’ Responsibilities Approving and reconciling your transactions for the period (21st to 20th) on or before the 20th of every monthSubmitting 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 stolenIf you are changing departments or departing from the University please return the card as this one must be de-activated and a new card must be issued. Inform the Purchasing card Administrator of changes in position or Purchasing Card responsibilities.
21Approvers’ Responsibilities Approving all cardholders’ transactions on or before the 22nd of every monthEnsuring 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 cardholderApprovers are encouraged to examine cardholders’ receipts before they are submitted to the Purchasing Card Administrator
22AccountabilityCardholders 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 budgetsPurchasing Card does not affect your personal credit rating
23Ensuring Responsibilities are Completed Cardholders and Approvers receive P-Card Alerts on a regular basisIf obligations are not met:ReminderPurchasing Card Suspension Warning LetterPurchasing Card is SuspendedNOTE: All accounts are subject to audit review
24We will now do a demo of BMO Details Online: DemonstrationWe 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 ***
25Purchasing Card Process Cardholders make their purchasesView transactions on Details Online (BMO Site)Transaction is reviewed by the cardholderTransaction is approved by the approverTransactions are charged to the appropriate cost centre at the end of the month
26Purchasing 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.
27Changing 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” fieldAlways enter identifier in upper caseNo spaces or dashesi.e. F11C12345A7070T0000E
28Customer Code FieldThis 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.
29Disputing 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 supplierIf the charge needs to be disputed:Inform both approver and Purchasing Card AdministratorDispute 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 throughNote: When you are pulling up the transaction in the “Transaction” module, change the Search to “All Record Types”
30Policy & Procedure Highlights Dividing a purchase into several transactions to avoid the per transaction limit is PROHIBITEDCards cannot be transferred to, assigned to or used by anyone else other than the designated cardholder
31Policy & Procedure Highlights Under no circumstances should the cardholder use the P-Card for personal purchasesFailure to abide by this condition will result in the revocation of card privileges and can lead to terminationIn the case of inadvertently charging a personal purchase, the cardholder must:1. immediately notify both their approver and the Purchasing Card Administrator2. reimburse university in the same period and attach cashier’s slip to Custom Cardholder Statement Report3. note in the description field when approving the transaction, that the university has been reimbursed
32Policy & Procedure Highlights Purchases made outside of Ontario may not include taxes and dutiesA Self Assessment is done at the end of each month
33Policy & Procedure Highlights Please read through the Policy and Procedures available both in your Training Folder and on the purchasing card website atIf you have any questions or do not understand any of the procedures please contact the Systems Administrator at ext or viaIt 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.
34Purchasing & Payment Site The new purchasing card forms are located on the purchasing card website at