SUBJECT: Broader Public Sector Purchasing and Travel Expenses Procedures Update

DATE: September 19, 2014

TO: Full-Time Administrators

FROM: Cathy Dempsey, Director, Finance and Administrative Services

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://www3.algonquincollege.com/purchasing/

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 Procurement Method Requirement $1 - to $2,500 PCard No quote $2,501 - $24,999 Online purchase requisition One (1) written quote Invitational Competitive $25,000 - $99,999 Procurement Three (3) written quotes $100,000 and over Open Competitive Procurement Public Tender Process Consulting

31-May-18 Finance and Administrative Services $0 up to but not including Invitational or Open Competitive Three (3) written quotes $100,000 Procurement minimum $100,000 or more Open Competitive Procurement Public Tender Procurement

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 2013, the College had a total spend on the Purchasing Card totalling $5,784,619.85, resulting in a cash rebate of $35,692.29.

All cardholders are required to submit a signed/approved 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 - Signed and online Approval by cardholder supervisor

Cardholders can now code and submit their reports electronically through the Visa portal at https://intellilink.spendmanagement.visa.com/secure/welcome.asp . Manual reports to record Visa transactions will no longer be accepted.

Click here to view the College’s Credit Card Program information: http://www.algonquincollege.com/purchasing/

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.

31-May-18 Finance and Administrative Services 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.

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-hospitality- policy/

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:

Manager, Purchasing Solveig Z. Keshavjee [email protected] ext. 5050 Manager, Accounting Purchasing and Logistics Carolle Gauthier [email protected] ext. 5132

31-May-18 Finance and Administrative Services