The PCard, or Procurement Card, is a credit card designated by Â鶹AV for authorized employees. It allows individuals, including Academics, Researchers, and Administrative Staff, to make purchases of goods and services on behalf of the university. The use of the PCard is governed by the PCard Regulation, which is issued under the authority of Â鶹AV's Procurement Policy.Ìý
Regulation Highlights
R1. General
R1.1. Definition
The PCard is to be used to make purchases of goods and services when a supplier is not an enabled eCatalog supplier on Â鶹AV MarketPlace (MMP). Enabled e-Catalog suppliers on MMP are defined as: Hosted Catalog Suppliers, Punch Out Vendors and University Managed Catalog Vendors.
R1.5. Cancellation policy
Failure to comply with the Policies will result in cancellation of the PCard and may result in disciplinary and other measures taken against the Cardholder. The University will hold the Cardholder fully responsible for all unauthorized purchases and any other fees associated with those purchase(s).
R2. PCard Limits
Â鶹AV PCard limits are set as per the following parameters:
-
R2.1.
- Purchase Limit: Single Transaction not to exceed $2,500ÌýCDN (including shipping charges, currency exchange and taxes).
-
R2.2.
- Monthly Limit: $15,000 CDN total purchases/month. This limit can be lowered.
R10. Prohibited Transactions
The following transactions are prohibited on PCard (this is not an exhaustive list).
The alternative purchasing method has been included in the table below.
Cardholders will receive one warning (email message) if PCards are used for any of the prohibited transactions. At the 2ndÌýnon-compliant occurrence, the PCard will automatically beÌýcancelled.
| No. |
Prohibited transactions on PCard |
Alternative purchasing method |
|---|---|---|
| 1. |
Purchases made from enabled eCatalog suppliers on MMP (i.e. these refer to hosted catalog suppliers, punch out vendors and University Managed Catalog Vendors – see MMP icons below)
|
MMP Ìý Note: If the supplier only accepts payment by credit card, please complete theÌýPCard Purchase Request FormÌýin order for the purchase to be made on the Procurement Services Card. Ìý |
| 2. |
Alcoholic beverages |
Please refer to:ÌýÂ鶹AV Alcohol Permit Procedure.Ìý |
| 3. |
All Gift Cards, Gift Certificates (including but not limited to pre-paid debit/credit cards) and Gifts (including but not limited to chocolate, gift baskets, flowers) |
Travel Advance and/or Expense Report |
| 4. |
Laboratory and research animals |
MMP Internal Store – Â鶹AV Animal Resource Centre |
| 5. |
Â鶹AV department/unit that provides services internally and charges the internal departments/units via Inter-Departmental Charges (IDCs)/Feeds (e.g. Facilities Management, Bookstore, Parking Services, Printing Services) |
Please refer to each department/units respective processes and forms to request these services |
| 6. |
Internal Stores enabled on MMP (example: Â鶹AV Animal Resource Centre, Centre for Neurological Disease Models, Â鶹AV Computer Store, Â鶹AV Dentistry Stockroom, Chemical Engineering, Goodman Cancer Research Centre, Security) |
MMP |
| 7. |
Salaries |
Workday |
| 8. |
Travel expenses are prohibited. These must be processed via a Travel Advance and/or Expense Report. Local and virtual conference registrations where no travel expenses will be incurred (e.g. hotel, airfare, rail, meals, etc.) are not considered prohibited transactions since there is no travel involved. local and virtual conference registrations can therefore be charged on a PCard. Please note that this does not apply to local and virtual conferences that are to be charged on Research Grants and Contracts (2F and 2M fund types). These conference registrations must continue to be processed via a Travel Advance and/or Expense Report. For non-travel expenses it is recommended to use MMP. |
Travel and Other Expenses Policy |
| 9. |
New Computers, Computer Components and Computer Accessories |
Please refer to R11. |
| 10. |
Parts, maintenance services, and fuel for University vehicles |
Expense Report, Fleet Card (contact your Fleet Manager) and MMP (with contracted suppliers only) |
| 11. |
Â鶹AV corporate mobile IT assets (cell phones). |
Please refer to:ÌýGet a Corporate Mobile Device |
| 12. | Home Internet | N/A |
R1.5 Cancellation of PCards
Cardholders will receive one warning (email message) if PCards are used for any of the prohibited transactions. At the 2nd non-compliant occurrence, the PCard will automatically be cancelled.Ìý
Procedure Highlights
PR1. How to Apply for a PCard
PR1.1.
PCard Holders must be Â鶹AV Employees.
PR1.2.
In order to obtain a PCard:
- The employee must read the Pcard Regulation;
- The PCard Application Form for Faculties/Admin Units (sign-in is required), must be completed and submitted to the Central PCard Admin.
- It takes approximately 20 business days to receive a PCard from the time the PCard Application is received by the Central PCard Admin.
- The Cardholder will be notified by email regarding pick-up procedures.
PR5. Terminating a PCard
-
PR5.1. Termination
-
- PR5.1.1.
- When a Cardholder leaves the University, it is the responsibility of the Fund Financial Manager to notify theÌýpcardadministration [at] mcgill.ca (Central PCard Admin)Ìýby email.
- PR5.1.2.
- The FFM must obtain the Card and all outstanding documentation on the account from the Cardholder prior to final separation and approve the charges on MOPS.
- PR5.1.3.
- AÌýPCard Application FormÌýneeds to be completed for a new Card requested for new/replacement employees.
-
PR5.2. Temporary Leave
-
- PR5.2.1.
- When a Cardholder leaves their position or changes responsibilities on a temporary basis (i.e. sabbatical, maternity leave, sick leave), the Fund Holder must:
- Obtain all outstanding documentation on the account from the Cardholder;
- Approve the charges on MOPS;
- And must contact theÌýpcardadministration [at] mcgill.ca (Central PCard Admin)Ìýby email to have the Card cancelled.
-
PR5.3. Change of Department
- When a Cardholder changes department, the same procedures as for "Termination" (see above) applies.