1

PURCHASING

CARD

(VISA)

U.S. Bank

Access Online

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New website - https://access.usbank.com as of March 31, 2010

Web training – https://wbt.access.usbank.com – contact US Bank for current password

If your password has expired or you are locked call Technical support

U.S. Bank - 1-800-588-8065 If they state that it is your user id problem contact Brenda Lesiuk at 2131 or

blesiuk@rrc.mb.ca or Jaclyn at 3035 or jfrumen@rrc.mb.ca . They have access to checking your user

profile which will provide them your user id. Also, they are able to setup a temporary password.

Note - Transaction limits – Single - $750.00 Monthly - $5000.00

Unless otherwise approved for higher limits by Mitch Marcoux and your manager

PIN numbers – your new credit cards will now require a PIN setup (instructions provided with new

card).

Declined purchases – call Customer service – 1-800-588-8065. It is also listed on the back of your

credit card. You may have gone over your single transaction limit or attempted a purchase from a vendor

that is blocked example – hotel, airlines, computer (Powerland). You may call or email Brenda, Jaclyn or

Sarah for further assistance

The following restrictions have been set up- Airlines, Colleges, Computer suppliers, Deli’s, Hotels,

Liquor Stores, Professional schools, Restaurants, Universities

Computer purchases contact – Brian Lundeen 632-2559

Purchasing inquiries - Bill Jost – 632-2248 bjost@rrc.mb.ca

Mitch Marcoux – 632-2366 mmarcoux@rrc.mb.ca

Dale Lewicki – 632-2533 dlewicki@rrc.mb.ca

Accounts Payable – C211 – 2055 Notre Dame Avenue

Accounts Payable inquiries -

Brenda Lesiuk – 632-2131 blesiuk@rrc.mb.ca

Jaclyn Frumen – 632-3035 jfrumen@rrc.mb.ca

Sarah Smythe – 632-2424 ssmythe@rrc.mb.ca

Judy McMullen - 632-2105 jmcmullen@rrc.mb.ca

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TABLE OF CONTENTS

Cardholder Access Online Instructions Page 5

Processing transactions Page 8

Printing statements Page 10

Split transactions Page 11

Object Codes Page 12

Purchasing card guidelines Page 16

Technical Support – US Bank -1-800-588-8065

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Purchasing Cards, Invoices and P.O.’s

All Purchases under $750 must be ordered by Purchasing Card (VISA). If the company does not accept VISA then you must place the order and obtain

an invoice which must be signed and coded by the proper signing authority.

Then the invoice must be sent to Accounts Payable for payment.

All Purchases over $750 must have a Web Requisition created and approved by the proper signing authority so that a Purchase Order can be issued by the Purchasing Department before any products or services can be received at the college.

All Computer Supplies and Accessories under $750 must be ordered through Information Technology Services (Brian Lundeen). Brian will place your order and charge the purchase to his VISA card. Your

department code will be charged for the purchase on Brian’s VISA.

Memberships and Subscriptions under $750 must be paid on VISA. For all memberships or subscriptions over $750 (or the ones under $750 that

do not accept VISA) the application or renewal must be filled out, coded and

signed by the proper signing authority then sent to Accounts Payable for

payment.

All Purchase Orders must be accepted before the invoices can be paid. To get the orders accepted an e-mail containing the purchase order number, the

company name, and that it has been received must be sent to the

Shipper/Receiver (goods and services) at either campus or Accounts Payable

(services only).

Tangible (goods)-E-mail Ray Didora (NDC)

Al Raike (PSC) 949-8352

Non-Tangible (services)-E-mail Jaclyn Frumen or Ray Didora (NDC)

Al Raike (PSC)

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CARDHOLDER ACCESS ONLINE INSTRUCTIONS

Web site address is - https://access.usbank.com Select – Register Online

\

Enter - rrc/Account number/Account Expiration Date/Account zip code -00002

Note – if at anytime you are asked for pet’s name it is – fido no dashes, hyphens, parenthesis or spaces in phone

and fax numbers.

Select - Register This account

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Licensing Agreement will show up, scroll down and Select – I Accept.

You will then be forwarded to Online Registration – Password and contact information.

Select - My Personal Information

Enter information and Save

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For contact information use work address – select Country, then select MB for province.

Password – to have 8 to 20 characters

At least one alpha and one numeric

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To Process transactions

Select – Transaction Management/ Transaction List

Billing cycle close date will state in blue box Open

To the right of Open there is a down arrow - select it

Select the cycle you require – example today is Dec 10, 2010 select 11/26/2010

Select – Search

Your screen will change and will now show the purchases you made that need to be processed

Below Trans Date select the first date – example 11/08

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Select the tab that states – Tax and Allocations

Adjust taxes and if required change Department, object number and Project account . You may enter an

invoice number if it is provided by the vendor.

ALSO – enter comments in Allocation comment block. Please enter short/brief description .

Select – Save Allocations

Select – Back to Transaction List

If you made a purchase from OUTSIDE of Canada there would not be any PST. If their invoice lists GST

you will need to enter it on the website. Tax Data National and Provincial taxes must match taxes on invoices.

Enter comments

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Select – Back to Transaction List

Your screen will go back to – Card Account Summary with Transaction List

Select - Print Account Activity. Webfocus Report will appear with a grey task bar, select the printer icon

Your Cardholder Activity statement will appear

Print 2 copies, sign one, attach original receipts/invoices to it, forward to your manager for approval and

then forward to Accounts Payable – C212. The statement is due by the 15th of each month.

If you have a difficult time printing the statement.

Select - Transaction Management/Transaction List. In section Card Account Summary (below your

name) select – Print Account Activity.

Web Focus Report will appear on your screen. Select the printer icon on the grey task bar. If the Web

Focus Report does not show up follow these procedures –

Step 1 – Open Internet Explorer

· Step 2 - Choose Tools - Internet Options and click the Security tab

· Step 3 - Click the Trusted Sites icon and then click the Sites button

· Step 4 - Enter https://report.access-online.com/ in the Add this website to the zone text box and check

the Require Server Verification (https:) check box

· Step 5 - Click Add and then Close

· Step 6 - Click the Privacy tab

· Step 7 – On the Privacy tab click the Sites button

· Step 8 - Enter https://report.access-online.com/ in the Address of website text box

· Step 9 - Click Allow and verify the new URL is in the Managed Websites box. Click ok twice. Close

internet window

Select – Print Account Activity

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MISCELLANEOUS

SPLIT TRANSACTIONS

Select – Add tab (it is to right of Additional Allocations).

Enter the dollar amounts in Allocation Amount boxes.

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Object Number Description Explanation

10400 Prepaid Expenses- General

20120 AP Clear - BOOKSTORE ONLY - Visa

20124 AP Clear - BOOKSTORE ONLY - Cdn

60000 Advertising - All costs associated with creating, printing, and placing

Advertisements. Includes costs associated with advertising for recruitment of students, staff and translation costs of College information into a language other than English.

Includes donations/contributions to other

Charities/organizations. All equests must be approved by College Relations designee

60001 Exhibits & Displays - All costs for creating and maintaining College exhibits/displays and

for attending Trade Shows, etc to promote the College

60002 Promotion Items - The purchase of items that display the College logo (such as mechanical

Pencils, notebooks etc) or items that are purchased as gifts for dignitaries/guests

60100 Courier

60101 Meetings - Costs of hosting meetings including refreshments, food, room rental

60102 Memberships - Employee membership in an association. Note: Use 60306 when College

reimburses 50% of staff members professional dues

60103 Admin Expense Other - Any administrative expense that is not separately listed – includes student

association fees expense and tuition waivers, collection agency fees, costs associated with replacing

a student's laptop, costs, to relocate employees, Board member's stipends, costs of meals purchased

when an employee works overtime or while on College business, out of headquarters

Uncollectible Accounts Includes the value of receivables written off during the year and the

net value of the credit resulting from the previous year's allowance

for doubtful accounts and the debit from the current year's allowance

For doubtful accounts (this entry is processed in June). Strategic

Business Units are to consult with Finance to calculate costs.

60110 Unallocated Expenditures - Financial Services use only - Accounts Payable default account

60180 CKIC USE ONLY - GST ITCsed to split out GST paid for Radio Stn CKIC to assist in the filing of GST ITC

60198 Food Costs Internal-Cost of Food purchased from College's Food Serv Dept for meetings College functions

60199 Elim Misc Adm Exp re: IS Year End Only - Controller's Office use only - used to eliminate

administrative expenses that relate to internal sales - for external reporting purposes

60200 Envelopes

60201 Paper

60202 Postage - Postage costs, including postage stamps, meters and direct mail

60203 Stationery - Paper, writing tools, desk supplies, portfolios, toner cartridges,

supplies for fax machines and various office machines

60300 Staff Dev Accommodation - Accommodation costs associated with staff development

60301 Staff Dev Conferences & Train- Registration costs of conferences or training related to staff development

60302 Staff Dev Employee Ed Assist - Costs (tuition, books) of providing assistance to employees to obtain

degrees, etc.

60303 Staff Dev Meals - Meal costs associated with staff development activities

60304 Staff Dev Transportation - Transportation costs associated with staff development activities

60305 Staff Dev Vehicle Rental - Vehicle rental costs associated with staff development activities

60306 Staff Dev Professional Dev - 50% reibursement of Professional Fees as per Collective Agreement

60400 Trvl Accommodation - Accommodation costs - includes incidental charges - does not include

costs related to staff development

60401 Trvl Bus lunch & engagements - Costs of luncheons and engagements where the meeting constitutes

entertainment of a College client

60402 Trvl International Educations use only Hospitality - Costs incurred to host international visitors

includestransportation, accommodations, meals etc.

60403 Trvl Meals - Meal costs while in travel status - does not include costs related to staff development

60404 Trvl Transportation - Transportation costs - does not include private mileage nor costs

related to staff development

60405 Trvl Vehicle Rental - Rental of a vehicle while in travel status - does not include costs

related to staff development

60406 Trvl Other - Other travel and entertainment expenditures that are not identified separately

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61000 Computer Acqu < $5,000 - Purchases under $5,000 of computers and related items (motherboards,

RAM etc), upgrades to existing computers etc.

61001 Computer Rent - Computer Rental - does not include classroom laptop computers (see 61002)

61002 Computer Rent Laptop - For laptop program delivery - academic areas only

61003 Computer Repairs - Expenditures related to the repair and maintenance of computer hardware

61004 Computer Sftwr/License/Mtce - Expenditures related to computer software under $5,000, licenses

And maintenance

61005 Computer Related Supplies - Discs, printer cartridges, mouse pads, wrist pads, anti-glare devices

(does not include repair parts)

61098 Laptop Costs Internal - Internal transfer of costs between departments for the use of laptops

61100 Computer External Servs - Expenditures related to direct fees for computer services from outside

parties contracted for by Red River College

61101 Computer Internet Corporate Expenditures related to internet connection at the College supplied by

Internet Service providers such as MTS/Shaw

61102 Computer Internet Home - Expenditures related to internet connection at home supplied by

Internet Service providers such as MTS/Shaw

62000 BOOKSTORE USE ONLY - COGS Books cost of goods sold - related to retail sale of books

62001 BOOKSTORE USE ONLY - COGS Used Books Cost of goods sold - related to retail sale of used books

62002 BOOKSTORE USE ONLY - COGS Clothing Cost of goods sold - related to retail sale of clothing

62003 BOOKSTORE /FOOD SERVICES USE ONLY -COGS Equip-Cost of goods sold -related to retail sale of equip

62004 BOOKSTORE USE ONLY - COGS Misc Merch Cost of goods sold - related to retail sale of misc. merchandise

62100 FOODSERVICES USE ONLY - COGS Food - Cost of goods sold - related to sale of food in College cafeterias,

restaurants and College functions

62101 FOODSERVICES USE ONLY - COGS Liquor Cost of goods sold - related to sale of liquor in College cafeterias,

restaurants and College functions

62300 COGS Brokerage Fees - Brokerage fees on items purchased for resale

62301 COGS Freight In -Freight-in/cartage-in-shipping costs associated with bringing in INVENTORY FOR RESALE

62302 BOOKSTORE USE ONLY - COGS Freight Out Freight-out/cartage-out - related to shipping costs associated

With sending inventory back to suppliers or out to customers

62303 BOOKSTORE/FOOD SERVICES USE ONLY - COGS Inventory Write-offs For Ancillary Operations use only -

For the write-off of nventory for Food Services and Book Store

62304 COGS Penalty/Restock Fees - For Ancillary Operations use only - penalty and restocking fees

related to inventory returns to suppliers determined by Controller's Office

64000 Asset Acqu Equip - Asset acquisitions under 5,000 - includes various equipment such as office and lab

Equipment, smallwares, power equipment and hand tools. Does not include audio visual (see 64002) or

computer equipment (see 61000)

64001 Asset Acqu Furniture - Furniture purchases under $5,000

64002 Asset Acqu AV Equip - Audio visual equipment under $5,000 - excluding those held for library use

Includes TV's, VCR's, speakers, tape recorders, camcorders, digital cameras, data projectors, overhead

Projectors, slide projectors. All requests must be approved by Library Services Charlene Tweed/designee

All requests must be approved by Library Services Charlene

64100 Library Periodicals - Purchase of periodicals to be held for library use

64101 Library Books - Purchase of books to be held for library use

64102 Library AV Mat'ls - Purchase of audio visual materials to be held for library use

64103 Library Electronic Formats - Purchase of electronic formats to be held for library use

64104 Library Electronic Formats Lea Lease of electronic formats to be held for library use

64105 Library Interlibrary Loan

64200 Mat'l & Supply Books - Purchase of books to support the delivery of a program or service -

excludes books purchased for the library or for resale

64201 Mat'l & Supply Other - Purchase of materials and supplies to support the delivery of a program or

Service includes academic related costs to: - uniforms/lab costs and costs of laundering uniforms/

Lab coats subscription/videos for instructional purposes

supplies, construction material, automotive related supplies,

scientific supplies, graphic arts supplies, drafting supplies, machine

shop supplies, welding supplies, nursing and dental supplies,

photography supplies,educational supplies and radioactive or hazourdous materials

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64210 Mat'l & Supply Radioactive-all purchases must be approved by Environmental Health and Safety designee

64211 Mat'l & Supply ControlProd/Che Control Products/Chemicals as outlined in WHMIS

64298 Internal Book Costs - used to record purchases from RRC Book Store

64300 Copyright Fees - Costs of maintaining copyright licenses and agreements

64301 Photocopiers - Departmental photocopier charge

64302 Printing External - Printed material from external suppliers

64303 Printing Internal - Printed material from RRC Print and Graphic Centre

64400 Rental Copiers - For rental of copier equipment only - see 64500 for usage costs

64401 Rental Equip & Furniture ncludes rental cost of tools

64500 Repair & Maint Copiers includes usage costs

64501 Repair & Maint Equip &Furnitur includes repair & maintenance on tools

64502 Repair/Maint/Oper - Suppl for Purchase of supplies related to maintenance, repairs and operations

64600 Vhcl Fuel/Gas/Oil - Costs for fuel, gas and oil for College owned vehicles/motorized plant equipment

64601 Vhcl Insurance - Costs for insurance for College owned vehicles/motorized plant equipment

64602 Vhcl Mileage/Parking/Other - Taxi fares, fleet vehicle charges, lease costs for company vehicles, and

ambulance fees incurred for business reasons; and mileage rate paid to employees for business use of vehicle

64603 Vhcl Repairs & Maint - Costs for repairs & maintenance for College owned vehicles/motorized

plant equipment

64698 Parking Internal - To be used for purchasing parking from RRC Parking Services

65000 ExtServ Exam/Other Fees

65001 ExtServ Tutorial Fees

65100 ExtServ Fee for Serv Gov't Fee for service contracted with the Provincial Gov't

65200 ExtServ Accting & Audit

65201 ExtServ Insurance

65202 ExtServ Legal

65203 ExtServ Mgmt Fees

65300 ExtServFeeforServ/Other Cont Other Contracts/Fee for service - includes eye exams, internship

agreements (reimbursement to employees re:Int'l Business program)

used where the College is paying fees, honorariums or services to

individuals or companies where there is no employer/employee relationship and the following exists:

- individual is not an employee of the College;

- the service is not on an ongoing basis;

- Total service exceeds $2,500.

65301 ExtServ Franchise Fee

65302 ExtServ Claim for Service used where the College is paying fees, honorariums or services to

individuals or companies where there is no employer/employee

relationship and the following exists:

- individual is not an employee of the College;

- the service is not on an ongoing basis;

- Total claim for service does not exceed $2,500.

65398 Other Services - Internal - internal service costs transferred between College departments

66000 FACILITIES USE ONLY - Accommodation Cost Recovery Fees

66001 Facil Rent Rental and lease costs incurred to utilize land/buildings for College business

66002 Facil Taxes City of Winnipeg Taxes

66003 Facil Utilities

66100 Facil Maint

66101 Facil Renovations - All costs associated with a minor renovation such as building walls,

installing cable, repairing facilities, etc.

66102 Facil Suppl and Materials Supplies - janitorial, landscaping, parking lot (ie.: soap, wax,

fertilizers, herbicides)

Materials - maintenance and renovation (ie paint, wood, gravel, topsoil

66103 Facil Structural Reserve Controller's Office use only - to create a reserve for future

structural repairs required by College campuses

66200 Phone Cell/Blackberry/Pager

66201 Phone Equip Purchase

66202 Phone Install/Moves/Repairs

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66203 Phone Monthly Rent includes direct advertising, voice mail and surcharges

66300 Facil Moving Costs Costs incurred to move College property to various locations

67100 Graduation Costs All costs associated with a graduation, including rentals, flowers, food

68000 Contract Training Instruct Cos Contract Training Use Only - Budget Use Only

68100 Contract Sharing Contract Training Use Only - Budget Use Only

80000 Cap Pur Land

80001 Cap Pur Building - Purchase of building - ie Princess St Campus expected useful life 40 years

80002 Cap Pur Construction - Major where expected life of renovation is 20 years ie. Building A

renovation, Student Service Centre renovation

80003 Cap Pur Leasehold improv Capital renovations on leased properties that equal $5,000. Or more.

Amortization is over the life of the lease

80004 Cap Pur Parking lot improv Improvements equal to $5,000 or more - expected useful life is 20 years

80005 Cap Pur Renovations - For renovations over $5,000. - Where expected useful life is 5 years.

Note: smaller College renovations are not capitalized except in the case of the Strategic Business Units

80010 Cap Pur Computers - Computer equipment purchases of $5,000 or more. Expected useful life is 3 years

80011 Cap Pur Major Computer Syst - Computer equipment purchase of $5,000 or more - expected useful

Life is 5 years. Includes refurbishment of computer labs.

80012 Cap Pur Software - Computer software purchases of $5,000 or more. Expected useful life is 3 years

80013 Cap Pur Major Sftwr Syst Computer software purchase of $5,000 or more - expected useful life is

5 years. Includes software required for the refurbishment of computer labs

80020 Cap Pur Equip - Equipment purchases of $5,000 or more. Does not include computer

Equipment (see 80010) or audio visual equipment (see 80022). Expected useful life is 5 years

80021 Cap Pur Furniture - Purchases of $5,000 or more. Expected useful life is 5 years

80022 Cap Pur Equip Audio Visual - purchases of $5,000 or more

Includes TV's, VCR's, speakers, tape recorders, camcorders, digital cameras, data projectors, overhead

Projectors. All requests must be approved by Library Services Charlene Tweed/designee

80023 Cap Pur Equip Major - Major Equipment purchases likely over $100,000. such as heavy

Equipment. Expected useful life is 10 years

80030 Cap Pur Aircraft - purchases of $5,000 or more for aircraft and major aircraft parts.

Expected useful life is 20 years

80031 Cap Pur Vehicles - Purchases of $5,000 or more. Expected useful life is 5 years

80040 Cap Pur Work in process - For Controller's Office use only. To capture capital costs during

Construction phase. No amortization

80050 Cap Pur Library Collection

80110 Cap Pur Leased Computers - Leases where the purchase price is $5,000 or more. Amortization is

generally over the life of the lease

80120 Cap Pur Leased Equip - Leases where the purchase price is $5,000 or more. Amortization is

generally over the life of the lease

80200 Cap Pur Franchise

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PURCHASING CARD GUIDELINES

INTRODUCTION This Purchasing Card Guideline covers the use and administration of the Purchasing Card.

The Purchasing card will be issued to employees of Red River College only. The card is issued

under Red River College in the employee’s name.

The Purchasing Card program requires the cardholder to use AccessOnline which is an

internet-based cardholder program designed to deliver the cardholder’s Visa transactions through a

web browser.

PURPOSE The purpose of the Purchasing Card Program is to establish a more efficient, cost-effective

method of purchasing and payment for small-dollar transactions. The program is designed to replace a variety of processes including petty cash and low-value purchase transaction’s (limit as defined by Purchasing Policy D3). This program is NOT intended to avoid or bypass appropriate purchasing policies and procedures. CONTROL AND RESPONSIBILITY

Your card is the property of Red River College, and is only to be used on Red River College business. Unauthorized and/or inappropriate use of it may result in the loss of your card and/or disciplinary action.

Following are examples of actions that are not acceptable:

Using your card for personal purchases

Using your card as identification for cashing personal cheques

Accepting cash in lieu of a credit to the purchasing card

Allowing your purchasing card to be used by any other person other than the cardholder

Splitting purchases to circumvent credit limits of $750.01 and over

Purchasing alcoholic beverages or any substance, material or service violating RRC policy

Failure to meet the specified Purchasing card monthly deadlines

Taking any action that is not in compliance with RRC Purchasing Card policies and procedures as outlined in these guidelines

The Purchasing card charges are a liability of the corporation and not the individual cardholder. The program does not impact on your personal credit rating in any way.

You must exercise reasonable care and security in the use of your card and the card number.

You are responsible for all purchases made with your card and you must produce receipts and/or proof of the transaction. This is not an extraordinary requirement – standard reimbursement policies require retention of receipts. As with any charge card, you also must retain receipts for your protection.

The issuance of a purchasing card requires “one-over signature” on the Visa Purchasing Card – Employee Card Application Form. This form is used to authorize the issuance and credit limitations of your Purchasing card.

The Chair/Manager who has signing authority for the budget centre must sign your monthly

Cardholder Statement. This acknowledges the review and approval of all expenditures during the

past billing cycle.

Finally, remember you are committing company funds each time you use the Purchasing Card.

This is a responsibility that cannot be taken lightly!

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CARD LIMITS AND CARD LIMIT CHANGES

Each card is assigned single transaction and monthly dollar standard limits ($ 750.00 and

$5,000.00 respectively) that apply to all purchases. If you find over time that the limit is too low to

accommodate your monthly requirements, please contact your Chair/Manager to re-evaluate your

limit. If your Chair/Manager agrees that it would be appropriate to raise your limit, the

Chair/Manager must complete the Cardholder Account Maintenance Form indicating the reason for

the request. This form must be forwarded to the Purchasing Card Administrator. Once the request

has been reviewed and approved by the Assistant Controller, the Purchasing Card Administrator

(PCA) will instruct Visa Purchasing Card personnel to perform the appropriate maintenance.

Currently, the purchasing card is available for operating purchases only. You cannot pay for

travel and entertainment purchases with this card. Travel and entertainment vendors have

been “blocked” from usage in the program. If you present your card to any of these vendors, the

transaction will be declined. It is likely that any vendor you currently utilize as a source for products will

accept your Card. If you are declined and feel the decline should not have occurred, you may contact

Visa Customer Service by calling the 800 number on your card. If still in doubt, further assistance

may be obtained from the PCA.

Current purchasing procedures must be followed through the purchasing department if a purchase

is greater than the authorized per transaction amount.

Examples of where the Purchasing Card may be used:

Subscriptions, seminars, books, video tapes

Parking

Miscellaneous maintenance requirements

Small office expenses, forms

Computer forms

Electronic database services

Automotive repair parts and fuel (Vehicle Cards)

Materials and supplies

Examples where the Purchasing Card may not be used:

Any merchant, product, or service normally considered to be inappropriate use of company funds

Any capital equipment exceeding ($750) in value

Travel and entertainment – airfare and hotels

Stock items available through our business systems contracts

Computer hardware and software

furniture

Parking tickets

Purchases can be made in person, by phone, mail, fax and internet.

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CARDHOLDER PROCESS FOR OBTAINING OR RETURNING GOODS:

Obtaining Goods:

Contact suppliers directly and arrange for purchase and delivery to the required location.

Instruct Vendors to send receipt and packing slip directly to you and NOT to Accounts Payable

Ensure that vendors do not send an invoice, as the result could be a duplicate payment Returning goods:

Return the goods to the vendor and obtain a credit against your card. Do NOT accept cash in lieu of a credit to the Purchasing Card

Retain the receipt. (You must always obtain a receipt)

TAXES

a) Goods & Services Tax (GST)

Goods or services that you purchase with your card anywhere in Canada should normally include

applicable GST.

The GST amount shown on your electronic statement is calculated by the software based on the

total price and province of vendor. The GST is not always accurate.

If the calculated amount is different from the actual amount shown, on the receipt, change log

to the actual amount on the receipt.

b) Provincial Sales Tax (PST)

Most goods that you purchase with your card within Manitoba will include applicable PST. Most

goods that you purchase with your card outside Manitoba but within Canada and return to Manitoba for

consumption will not include PST.

The PST amount shown on your electronic statement is calculated by the software based on the

total price and province of the vendor. The PST is not always accurate.

If the calculated amount is different from the actual amount shown on the receipt, change the log

to the actual amount on the receipt.

STATEMENT RECONCILIATION AND PAYMENT

On the 27th of each month, your electronic statement is made available to you on the web. The

statement identifies all of your card purchases during the previous billing cycle. You have

approximately 10 working days to complete the verification, reallocation and reconciliation process.

CARDHOLDER RESPONSILITY (Complete by 11th

working day after month end)

The statement reconciliation and payment process requires completion of processes by

several staff members. Following is a synopsis of the process complete with deadlines for each

individual.

The cardholder must verify the completeness and accuracy of the statement as follows:

enter the correct account code and department number (if different from your assigned default account code and department number)

verify that all transactions listed on the statement are valid

update and/or edit GST and PST

enter a description in the comments field if you or your supervisor need a further explanation

19

of the transaction

print Cardholder Statement from your internet- based cardholder program and attach supporting documentation and receipt for each transaction

sign Cardholder Statement and forward to Chair/Manager

The Chair/Manager will forward the statement to Accounts Payable. DISPUTE PROCESS In the event that an item on the activity statement does not agree with your records

and receipts, contact the supplier immediately and try to resolve the difference. If a credit is required,

and the supplier agrees to credit your account, make a note that the credit is still pending resolution.

If the supplier does NOT agree that an error has been made:

complete the Disputed Charge(s) Form and contact US Bank The amount on the next statement will be reduced by the amount of the disputed item until the question is resolved. Disputed charges must be identified in writing to the bank within 60 days of the statement date. Disputes will be resolved by the bank within 90 days.

CARDHOLDER TRANSFERS, TERMINATIONS & CANCELLATIONS

If you are transferred to another location, determine with your new Chair/Manager if you will have an ongoing need for your card in your new position.

If no, cut your card in half and send it to your current Chair/Manager who is responsible to

collect it, and return it to the Purchasing Card Administrator.

If yes, obtain the approval of your new Chair/Manager who will complete the Cardholder

Account Maintenance Form and forward the approval to the Purchasing Card Administrator. The

following information must be provided on the maintenance form:

default account code and budget centre

changes to existing card limits (if required) If you terminate, retire, take a leave of absence or wish to cancel your card, cut your card in

half and send it to your Chair/Manager. Your Chair/Manager is responsible to collect your card,

and send it to the Purchasing Card Administrator.

SUMMARY

The Purchasing Card program is designed to allow staff to purchase in a more efficient and

cost effective manner. It is staff’s responsibility to organize their card transaction, to retain receipts,

to use their purchasing card responsibly as outlined in these guidelines and to keep their credit

card secure.

The Purchasing Card Administrator endeavors to improve processes and welcome

suggestions and comments. If you have any questions about the program or require additional

information please contact the Purchasing Card Administrator.

LOST OR STOLEN CARDS

If your card is lost or has been stolen (or you suspect it is lost or stolen):

notify Visa Emergency Card Replacement immediately at 1-800-588-8065

notify the Purchasing Card Administrator immediately Upon receipt of your call, further use of your card will be blocked. Prompt action in these

circumstances can reduce the corporation’s liability for fraudulent charges. A replacement card will be

issued directly to you as soon as possible.