UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
APPLICATION FORM
From:______Name:______(Department~Faculty) (SIGNATURE: Department Director~Faculty Dean/Chair Supervisor and/or Budget Holder)
Date:______Name:______(PRINT: Department Director~Faculty Dean/Chair Supervisor and/or Budget Holder)
Will TRAVEL be allowed on this card? YES_____ NO_____
Will food and entertainment expenses be allowed? YES_____ NO_____
A University Procurement card is requested for the following staff/faculty member. Maximum Limits per Transactions and Maximum limits per Card must be as stated.
NOTE: Please PRINT "full" name in the box below
APPLICANT FUND ORG Maximum Limit Maximum Per Transaction Limit Per Month
NAME
PHONE
FAX
PLEASE RETURN THIS FORM TO: SHEILA KEITH, Director Purchasing, Contract & Risk Management UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
EMPLOYEE ACKNOWLEDGEMENT OF LIMITATIONS
CARD-HOLDER LIMITATIONS: (for Purchasing Use ONLY)
INITIALS
1. Per purchase dollar limit is: $______
2. Total credit limit of card per month is: $______
3. Additional Limitations on types of purchase:
______
______
______
NOTE:
FOR THOSE WITH TRANSACTION LIMITS EXCEEDING $500 - All Purchasing policy terms must be adhered to including 3 quotes for items exceeding $500.00. Travel related transactions such as airfare, room rental and car rental are the only exception to this policy. UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
EMPLOYEE INFORMATION
Name of Employee: ______(Print)
Employee Signature: ______
Familiar Term: ______(EG: Mother’s Maiden Name)
Employee Home Address: ______
______
______
______
Employee Home Phone: ______
Employee Date of Birth ______
______Sheila Keith, Director Purchasing, Contract & Risk Management Date:______Bank of Montreal Corporate Card Program Employee Card Account Request (ScheduleII)
ORGANIZATION NAME(the Customer) CARD TYPE(Check one) ( ) Business Card ( )Business Card Enhanced UNIVERSITY OF NORTHERN BRITISH COLUMBIA (X)Purchasing Card
Given Name,Initial,Surname(Maximum 24 Characters including spaces) LANGUAGE PREFERRED
( ) English ( ) French STATEMENT MAILING ADDRESS
Street 3333 UNIVERSITY WAY Suite City PRINCE GEORGE
Province B.C. Postal Code V2N 4Z9 Employee Title DEPARTMENT/COST CENTRE NUMBER NAME OF ONE UP REPORTING LEVEL
EMPLOYEE ACCOUNT AUTHORIZATION CONTROLS (Refer to Form 20002 Special Authorization Set-up Tables) Transaction Limit Table(Prch)
Country Code Blocking Table(NAFA)
Merchant Category Code Blocking Table(Prch) Account Credit Limit Declaration: The Customer requests the issue to the above named employee of a Bank of Montreal MasterCard card on the Customers MasterCard account under the Customer’s MasterCard Account Agreement with Bank of Montreal(the Bank).
I, the undersigned employee, acknowledge the Bank may issue me a MasterCard card on the account of the Customer (the Card), and renewals, substitutions and replacements thereof from time to time at the Bank’s discretion. I understand any benefits or enhancements available to a holder of a Card may be varied or terminated from time to time and some may only be available if I enter into separate agreement. I acknowledge some benefits or enhancements are supplied by firms independent of the Bank and the Bank is not responsible or liable for anything in connection with those benefits or enhancements.
BY SIGNING BELOW, I ACCEPT AS NOTEICE IN WRITING OF AND CONSENT TO THE BANK OBTAINING FROM PROVIDING TO OR EXCHANGING WITH MY EMPLOYER ANY INFORMATION ABOUT ME AT ANYTIME IN CONNECTION WITH THE ISSUANCE AND USE OF THE CARD AND THE OPERATION AND ADMINISTRATION OF THE PROGRAM UNDER THE CUSTOMEEER’S MASTERCARD ACCOUNT AGREEMENT F0WITH THE BANK,
I agree to abide by the Cardholder Agreement, as recommended or replaced by the Bank from time to time, which the Bank sends relating to the Card and agree that use of the Card will show I received the Cardholder Agreement.
I acknowledge to the Customer that I shall use the Card in connection with the Customer’s affairs and in accordance with any procedures and guidelines established by the Customer for its use.
Applicable in the Province of Quebec only. It is the express wish of the parties that this agreement and related documents be drawn up in English.
I acknowledge having received a completed and signed copy of this Request. Employee Signature Customer(Signature of Card Program Administrator) Date
TO BE COMPLETED BY BANK OF MONTREAL CORPORATE CARD CO-ORDINATOR Corporate Number Source Code Program Code Product ID Application Type Collateral Code P/A Score Account Manager Code Responsibility Centre Number
UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
ACQUISITION AND USE OF UNIVERSITY PROCUREMENT CARD
Departments and faculties are expected to adhere to the procedures noted below:
A. Departments and Faculties wanting a new procurement card must forward a written and approved application to the Purchasing Department. Approval must be signed by a one up authority signature. The Bank of Montreal has been instructed that no cards will be issued without the written approval of the Purchasing, Contract & Risk Management Director, the chief Financial Officer or the Provost. Department and Faculties requiring a replacement card or change to their existing card must forward a complete and signed Pcard Account Maintenance Form to the Purchasing, Contract & Risk Management Department.
B. Once Purchasing receives a procurement card for a designated cardholder, that person must sign the Employee Acknowledgement Agreement (attached) and complete the On Line Reconciliation training prior to receiving their procurement card.
C. The Employee Acknowledgement Agreement will state the monthly and per transaction amounts allowable to be charged by each cardholder.
D. Cardholders are expected to be informed and adhere to the restrictions and obligations for the use of procurement cards (see attached).
E. All transactions resulting from the use of a procurement card will require an itemized sales slip to be obtained from the vendor. In the event of phone orders, the cardholder shall obtain a faxed receipt or sales slip from the vendor. In the event of an on-line order a printout of the transaction is required.
F. All cardholders are required to attach all sales slips and/or receipts to the monthly statement listing all cost codes that will be debited for charges relating to the monthly statements on the cost summary sheet.
G. a) Taxes must be broken out on log sheet before submitting to Accounts Payable.
b) Accounting will perform necessary adjustments to the statements relating to the payment of taxes in order that appropriate G.S.T. rebates are coded accordingly.
H. Accounts Payable will be instructed to issue payments to Master Card as soon as possible so that interest charges do not incur.
Your Cost Summary Sheet, Monthly Statement (or Individual Billing Report that is faxed to you), and all receipts MUST BE submitted to Accounts Payable by the 15th of the month. Any remittances after this date may be subject to interest charges.
UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
RESTRICTIONS AND OBLIGATIONS OF NON-RESEARCH PROCUREMENT CARD
1. The procurement card is to be used only by the person whose name appears on the card (the cardholder). The cardholder is not to lend the card to any other employee. The cardholder is fully responsible for the security of the card.
2. The procurement card must be used for UNBC purposes only. The cardholder must follow all UNBC policies including; Purchasing, Travel, Procurement Card
3. Unless approval is obtained from the one up supervisor, the procurement card must not be used to pay for travel or hotel costs, nor may it be used to pay for vehicle operating or maintenance costs. These vendors will be blocked.
4. The procurement card must not be used to obtain cash advances.
5. In order to ensure that we receive the best possible value when buying goods for UNBC purposes, procurement cards must not be used to purchase the following items:
- Items that are carried in Central Stores inventory (photocopy paper, fax paper, printer paper, toner, letterhead, envelopes) (except when the need for the items arises outside of normal working hours), - Fuel products (e.g. gas and oil unless pre-approved), - Automotive maintenance and repair items (i.e. wipers, antifreeze, parts unless pre- approved), - Office furniture or equipment that may be contrary to UNBC standards (pre-approval from Purchasing staff), - Items from the University Bookstore, - Computer equipment and peripherals of any kind including printers and or software that will be loaded onto a university computer (these purchases must be pre-approved by ITS), - Chemicals of any kind, - Controlled substances, - Cylinder gases, - Radioactive materials, - Household moving expenses, - All rentals or leases (with the exception of short term vehicle rentals), - Services provided by the Northern Sport Center, - Courses offered by UNBC both credit and non credit (Continuing Education), - Transactions valued at $500.00 or greater without obtaining and attaching 3 quotes, - Items that are used for any capital project which includes all capital and soft costs, - Consulting fees and professional contracted services, - Vendors/Contractors performing services on campus, - Maintenance contracts, and - Financial instruments including bank drafts and money orders.
6. The cardholder must keep within the purchasing limits set by his/her department or faculty. These limits include a maximum amount that can be charged to the card each month, and a maximum amount for each transaction. The cardholder must never request a vendor to run two transactions in order to obtain goods/services over the transaction limit.
7. Cards may be used to purchase goods/services from a Research fund however, if the purchase fall outside of the allowable purchases under the grant, the faculty member must agree to reimburse the grant fund from their operating or personal funds.
8. The cardholder must return the procurement card to his/her department Director/Manager or faculty Dean/Chair upon request, if a transfer from the department/faculty. In the case of termination of employment the cardholder must return the card to the PCRM Department. The department Director/Manager or faculty Dean/Chair will forward the card to the Purchasing Department, who will arrange for immediate cancellation of the card, and who will take action to determine the balance outstanding and payable to the bank.
9. If requested, the cardholder’s department Director/Manager or faculty Dean/Chair, will review and sign each monthly statement so that they will be aware of the nature of the transactions being carried out by the cardholder, and so that they can monitor the transactions to ensure that the monthly and per transaction limits are being adhered to.
10. The card-holder is required to retain all the sales slips, receipts, and on line printouts and to ensure that all are attached to the monthly cost summary sheet.
11. When the monthly statement is received, the cardholder is required to attach all the sales slips to the cost summary sheet and return the statement, sales slips and sheet to Accounts Payable so that they can arrange to have the payment made to the bank before the due date.
12. The cardholder is required to complete and sign the certification for payment at the bottom of the Cost Summary Sheet.
13. Before being issued a procurement card, the cardholder will be required to sign a statement to the effect that he/she has read and is prepared to abide by these restrictions and obligations and the monthly expenditure limit and the per-transaction limit.
14. If the cardholder deviates form the policy or these obligations and restriction and upon recommendation of the Director of Purchasing, Contract & Risk management to the Chief Financial Officer or Provost a cardholder may be required to surrender their card for a time limited suspension or cancellation.
I have read and understand all restrictions and my obligations of using this card.
______SIGNATURE DATE
______PRINTED NAME UNIVERSITY OF NORTHERN BRITISH COLUMBIA PROCUREMENT CARD
EMPLOYEE ACKNOWLEDGEMENT OF RESPONSIBILITIES AND OBLIGATION FORMS
I, ______, hereby acknowledge receipt of the card issued by BANK OF MONTREAL MASTER CARD associated with fund number ______and organization number ______. I acknowledge that my transaction limit is $______and that my card limit is $______.
I acknowledge that this card has been issued to me to make procurements required in the course of my regular UNBC duties. I fully understand that procurement and payments made using this card are to be authorized by a departmental manager with expenditure authority, in accordance with departmental procedures. I have read and understand the policy, obligations and restrictions related to my acceptance of a card.
I shall undertake to protect the card and the card account number and realize that it is for my use only and not be divulged to any other person (except a vendor with who I am transacting on behalf of the University of Northern British Columbia). I shall protect the account number at all times to prevent its unauthorized use. Should it be lost, stolen or suspected of being compromised in any manner, I shall advise the Purchasing Department and the department head immediately.
Furthermore, I understand that this card is the property of the University of Northern British Columbia, and is assigned to me on behalf of the ______Department and that in the event of wilful or negligent default of these obligations the University of Northern British Columbia shall take recovery action, deemed appropriate, that is permitted by law.
Date: ______
Cardholder’s Signature: ______
Director, Purchasing Contract & Risk Management: ______(signature)