purchasing card training

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Purchasing Card Purchasing Card TrainingTraining

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AgendaAgenda

• Purchasing and Payments System as it exists in Oracle

• Purchasing Card System

• Demonstration of BMO Details Online

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The Purchasing ProcessThe Purchasing ProcessRequestor Purchase Req.

Ship GoodsAccept Goods

Invoice sent to Purchasing to be scanned into the Markview system

Cheque

ApproverApprover

Approver

Purchasing

AgentAcmeLtd.

Requestor

Payment

Paper Req

Electronic Req

Image sent to Dept. for approval/confirmation of goods received

Sent to Acme Ltd.

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Approved Methods of Approved Methods of PurchasePurchase

• .01-100 Petty Cash, Purchasing Card

• 101-5000 Purchasing Card, Purchase Requisition

• 5001-25K Purchase Requisition

• 25001- Purchase Requisition + competitive bidding

100K process

• 100001- Purchase Requisition + public competitive

1Mill bidding process

• >1Mill Purchase Requisition + written bids through public competitive bidding process

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Purchasing Process – High Purchasing Process – High ValueValue

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Purchasing Process – Low Purchasing Process – Low ValueValue

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Purchasing CardPurchasing Card

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Frequently Asked Frequently Asked QuestionsQuestions

Q: What is a purchasing card and why would I Q: What is a purchasing card and why would I

want a card?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.

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Q: Who is eligible to obtain a purchasing card?

Any one responsible for completing routine purchaserequisitions, petty cash transactions, or miscellaneous payment requests is eligible to obtain a purchasing card. Your department head must approve all requests forcards, Each department is responsible fordetermining who will manage and administer itscard(s).

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Q: Is there a limit to the number of Q: Is there a limit to the number of

cards that a department can have?cards that a department can have?

No, cards are issued to individuals, a

department can have as many cards as

are necessary.

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Q: How do I get a purchasing card?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.

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A MasterCard with Control Features

• Transaction Limit (up to $5000 CDN)

• Monthly Limit (up to $25000 CDN)

• No Country Code Blocking

• Cash Advance Blocking

• Merchant Category Blocking

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Prohibited PurchasesProhibited PurchasesComplete list of Blocked Merchants available on P-Card

websitehttp://www.ryerson.ca/purchasing/card/pcard/Pcard_MCC.hhttp://www.ryerson.ca/purchasing/card/pcard/Pcard_MCC.h

tmtm

• Personal purchases

• Travel expenses

• Business

entertainment

• Donations

• Gift certificates

• Car Rentals

• Gasoline

• Car washes

• Alcoholic beverages

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Suggested PurchasesSuggested Purchases

• Magazines

• Conference Registrations

• Software

• Lab Supplies

• Postage

• Professional Membership Dues

• Books

• Office Supplies

• Printing & Duplicating Services

• Minor Maintenance and Repair Work

• Taxi

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Frequent Asked Frequent Asked QuestionsQuestions

Q: Can the purchasing card be used for telephone purchases?Q: Can the purchasing card be used for telephone purchases?

NoteNote:: You may contact any of the Purchasing You may contact any of the Purchasing Agents to confirm that the merchant is reputable. Agents to confirm that the merchant is reputable. The four Agents are Aris Medeiros, Peter Herman, The four Agents are Aris Medeiros, Peter Herman, Olga Payne and Susie Temou.Olga Payne and Susie Temou.

Yes, but cardholders should exercise caution when Yes, but cardholders should exercise caution when giving out a purchasing card number over the giving out a purchasing card number over the telephone. When placing orders by telephone, telephone. When placing orders by telephone, cardholders should only conduct business with a cardholders should only conduct business with a reputable supplier familiar to either the reputable supplier familiar to either the requisitioning department or the Purchasing and requisitioning department or the Purchasing and Payment unit. Payment unit.

Following these simple tips helps to reduce the Following these simple tips helps to reduce the risk of fraud and other potential problems. risk of fraud and other potential problems.

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Q: For telephone purchases, is there anything Q: For telephone purchases, is there anything that I must remember?that I must remember?

The cardholder is responsible for instructing the The cardholder is responsible for instructing the supplier to provide a detailed receipt listing supplier to provide a detailed receipt listing all good all good and/or services, pricing taxes and shipping or and/or services, pricing taxes and shipping or delivery chargesdelivery charges. .

The supplier should be instructed The supplier should be instructed NotNot to send an to send an invoice to Purchasing and Payments.invoice to Purchasing and Payments.

NoteNote:: If the receipts is missing one of the following If the receipts is missing one of the following items, please fill in the items, please fill in the Supplemental Receipt FormSupplemental Receipt Form and attach the slip to the form. Please ensure that and attach the slip to the form. Please ensure that your Approver has signed the your Approver has signed the FormForm..

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Q: Can the purchasing card be used to purchase good Q: Can the purchasing card be used to purchase good and services over the Internet?and services over the Internet?

Using the purchasing card over the Internet is Using the purchasing card over the Internet is allowed. However we suggest caution and dealing allowed. However we suggest caution and dealing with organization you know because it is difficult to with organization you know because it is difficult to determine whether the organization receiving your determine whether the organization receiving your card information is reputable and transmissions are card information is reputable and transmissions are secure.secure.

Note: Note: You may contact any of the Purchasing Agents to You may contact any of the Purchasing Agents to confirm that the merchant is reputable. The four confirm that the merchant is reputable. The four Agents are: Aris Medeiros, Peter Herman, Olga Payne Agents are: Aris Medeiros, Peter Herman, Olga Payne and Susie Temou.and Susie Temou.

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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) 232-0789

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The Purchasing ProcessThe Purchasing Process

Purchasing Card PurchasePurchasing Card Purchase

ACMELtd.

Purchasing Card

Widgets

Reminder:Reminder: Keep Keep All OriginalAll Original Receipts Receipts

Note: If you lose the original receipt please fill in a Note: If you lose the original receipt please fill in a Supplemental ReceiptSupplemental Receipt form (your approver must sign form (your approver must sign

the form) located on the purchasing card website: the form) located on the purchasing card website: http://www.ryerson.ca/purchasing/forms/index.html#PC

ARD

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Cardholders’ Cardholders’ ResponsibilitiesResponsibilities

• Approving and reconciling your transactions for the period (21st to 20th) on or before the 20th of every month

• Submitting 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 stolen

• If 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.

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Approvers’ Approvers’ ResponsibilitiesResponsibilities

• Approving all cardholders’ transactions on or before the 22nd of every month

• Ensuring 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 cardholder

• Approvers are encouraged to examine cardholders’ receipts before they are submitted to the Purchasing Card Administrator

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AccountabilityAccountability

• Cardholders and Approvers are responsible for all purchasesall purchases made on the purchasing card.

• the Approver is the control point for the integrity of the Program and protection of department’s budgets

• Purchasing Card does not affect your personal credit rating

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Ensuring Ensuring Responsibilities are Responsibilities are

CompletedCompleted• Cardholders and Approvers receive P-Card

Alerts on a regular basis

• If obligations are not met:1. E-mail Reminder2. Purchasing Card Suspension Warning Letter3. Purchasing Card is Suspended

NOTE: All accounts are subject to audit review

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DemonstrationDemonstration

We 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

***

https://www.bmodetailsonline.com/

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Purchasing Card ProcessPurchasing Card Process

• Cardholders make their purchases

• View transactions on Details Online (BMO Site)

• Transaction is reviewedreviewed by the cardholder

• Transaction is approvedapproved by the approver

• Transactions are charged to the appropriate cost centre at the end of the month

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Purchasing Card ProcessPurchasing 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.

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Changing the Cost Changing the Cost CentreCentre

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” field• Always enter identifier in upper case• No spaces or dashes• i.e. F11C12345A7070T0000E123456789

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Customer Code FieldCustomer Code Field

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.

This 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.

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Disputing a TransactionDisputing 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

supplier

• If the charge needs to be disputed:1. Inform both approver and Purchasing Card Administrator2. Dispute 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 through

Note: When you are pulling up the transaction in the

“Transaction” module, change the Search to “All Record Types”

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Policy & Procedure Policy & Procedure HighlightsHighlights

• Dividing a purchase into several transactions to avoid the per transaction limit is PROHIBITEDPROHIBITED

• Cards cannot be transferred to, assigned to or used by anyone else other than the designated cardholder

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Policy & Procedure Policy & Procedure HighlightsHighlights• 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 can lead to termination

• In the case of inadvertently charging a personal purchase, the cardholder must:

1. immediately notify both their approver and the Purchasing Card Administrator

2. reimburse university in the same period and attach cashier’s slip to Custom Cardholder Statement Report

3. note in the description field when approving the transaction, that the university has been reimbursed

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• Purchases made outside of Ontario may not include taxes and duties

• A Self Assessment is done at the end of each month

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• Please read through the Policy and Procedures available Please read through the Policy and Procedures available both in your both in your Training FolderTraining Folder and on the purchasing card and on the purchasing card website at website at http://www.ryerson.ca/purchasing/card/pcard/index.html

• If you have any questions or do not understand any of If you have any questions or do not understand any of the procedures please contact the Systems the procedures please contact the Systems Administrator at ext. 4107 or via e-mail: Administrator at ext. 4107 or via e-mail: [email protected]

• It is important the both the cardholder and approver It is important the both the cardholder and approver understand their responsibilities. If the cardholder or understand their responsibilities. If the cardholder or approver does not follow the policies and procedures of approver does not follow the policies and procedures of the PCard system, then the the PCard system, then the Systems AdministratorSystems Administrator will will suspend the card and both the cardholder and approver suspend the card and both the cardholder and approver will need to go through a retraining to get the card will need to go through a retraining to get the card reinstated.reinstated.

http://www.ryerson.ca/purchasing/card/pcard/index.html

mailto:[email protected]

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Purchasing & Payment Purchasing & Payment SiteSite

The new purchasing card forms are located on the purchasing

card website at http://www.ryerson.ca/purchasing/forms/index.html#PCARD

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FormsForms

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Contact InformationContact Information

Purchasing Card Website:http://www.ryerson.ca/purchasing/card/pcard/index.html

Questions/Inquires Contact:Nirva Saatjian

E-mail: [email protected]: 4107



mailto:[email protected]

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