The Purchasing Card (PCard) is a convenient and efficient method of acquiring low value goods and services directly from vendors; including York's Vendors of Record. PCard use reduces reliance on Purchase Orders, creates fewer invoices, and expedites vendor payment.
The PCard is to be used strictly and solely for the procurement of goods and services that are required to conduct York University business. Inappropriate use of the PCard is treated very seriously as cardholders are expected to act with strict prudence and professionalism with respect to its use. Misuse could result in the immediate and irrevocable forfeiture of the PCard and/or disciplinary action.
Transaction limits are set by the Purchasing Card Program Manager based on department/unit purchasing trends which have been justified via the Cardholder Profile Application form. The splitting of transactions in order to circumvent these limits is not allowed. Changes to spending limits, card cancellation, replacement of lost or stolen Cards, or changes to a cardholder's profile are initiated through the PCard Change Request Form which is submitted to the Director, Procurement Services by the designated department spending authority.
Participants of the PCard Program have predefined roles and responsibilities that they agree to when they apply for a York University Purchasing Card. To understand the responsibilities of each of these roles, click the links below.
Cardholder
The Cardholder is the designated employee who has purchasing duties for the unit, and/or purchases on behalf of a unit. All transactions must be approved by the Transaction Approver.
Responsibilities include:
- Ensures the security of the PCard;
- Should the PCard get lost or stolen the Cardholder will immediately report it to US Bank, Transaction Approver, Card Coordinator (if applicable), and the University PCard Program Manager;
- Ensures that no other person uses their PCard;
- Ensures that the transaction limits set by the University PCard Program Manager are not exceeded;
- Will not split transactions to avoid spending limits;
- Obtains a copy of the transaction receipts and reconciles them with the monthly Cardholder Activity Report, signs the report and forwards it to their immediate supervisor for review, approval and signature by the 24th of each month;
- Resolves any transaction discrepancies by contacting the vendor directly;
- Notifies US Bank, PCard Coordinator (if applicable), and the University PCard Program Manager of any unauthorized transactions, and
- Adheres to the University policy, procedures and guidelines as they relate to the procurement of goods and services.
Unit/Department PCard Coordinator
The Unit/Department PCard Coordinator may be required in larger units to manage the PCard program on behalf of a unit with multiple Cardholders. The Unit/Department PCard Coordinator cannot also be a PCard holder, but may be a PCard Transaction Approver.
Responsibilities include:
- Liaises with the University PCard Program Manager whenever new eligible employees are identified to hold a University PCard, and ensures any lost or stolen PCards are immediately reported to US Bank and the University PCard Program Manager;
- Notifies the Director, Procurement Services of any delegation of authority for the PCard Program should their status change;
- Communicates any changes to Cardholder(s) profile and privileges in a timely manner;
- Monitors PCard usage and reports any unauthorized use of the PCard;
- Ensures transaction limits are not exceeded, and that individual PCards are not shared;
- Ensures that monthly statements are reviewed and approved by the Transaction Approver; and
- Adheres to the University policy, procedures and guidelines as they relate to the procurement of goods and services.
Transaction Approver
The Transaction Approver is the hierarchical supervisor of the Cardholder(s) and/or has financial oversight obligations. S/he agrees to perform monthly transaction statement reviews and sign off.
Responsibilities include:
- Identifies and approves eligible employees who qualify to hold a University PCard (can also serve as the PCard Coordinator for the unit);
- Ensures any changes to Cardholder profile and privileges are communicated in a timely manner;
- Ensures reasonability and eligibility of all purchases against the cost centre;
- Monitors the Cardholder(s) usage and immediately reports any unauthorized use of the Card;
- Notifies the Director, Procurement Services of any delegation of authority for the PCard Program should their status change;
- Reviews, approves and signs the monthly Cardholder Activity Report for each Cardholder in a timely manner and ensures all PCard receipts and statement are retained in the department/unit to be made available for review for audit purposes;
- Ensures that the Cardholder does not exceed the transaction limits set by the University PCard Program Manager;
- Ensures that any unauthorized transactions that appear on the Transaction Summary are reported immediately to US Bank, the Unit/Department PCard Coordinator (if applicable) and the University PCard Program Manager; and
- Adheres to the University policy, procedures and guidelines as they relate to the procurement of goods and services.
