Fillable University Purchasing Cardholder Information Package And Guidelines (University of Windsor)

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University Purchasing Cardholder Information Package And Guidelines (University of Windsor)

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Updated2020‐03‐04


SCOTIABANKVISA
PURCHASINGCREDITCARDPROGRAM
CARDHOLDERINFORMATIONPACKAGE
1
UNIVERSITYOFWINDSORPURCHASINGCARD
CARDHOLDERINFORMATIONPACKAGE
TABLEOFCONTENTS
SectionReferencePageNumber
SectionI–GeneralInformation
KeyContacts2
Purpose2
ProcessingandPayment2
LimitsandControls3
Reconciliation,RecordRetention&Approval 3
PurchasingCardAuditandViolations4
SectionII‐PurchasingGuidelines
PlacingOrdersbyPhone,FaxorInternet5
ShippingInformation5
DeliveryInformation5
AuthorizationIssues5
SupplierIssues 6
LostorStolenCards6
SectionIII‐PurchasingCardApplicationandTraining
PurchasingCardTraining7
PurchasingCardApplication7
PurchasingCardChangeRequestForm7

UniversityofWindsorPurchasingCardApplication8
UniversityofWindsorPurchasingCardChangeRequestForm10
2
UNIVERSITYOFWINDSORPURCHASINGCARD
CARDHOLDERINFORMATIONPACKAGE
SECTIONI–GENERALINFORMATION
KEYCONTACTS
Foradministrativeissuesorquestionsregardingusage,contactPurchasingServicesatextension2081or
2085 
ScotiabankVISACustomerService 1‐888‐823‐9657(Canada/USA)
1‐416‐750‐6138(Collect‐OutsideCanada&USA)
TheScotiabankVISACreditCardCustomerServiceHotlineisavailabletwenty‐four(24)hoursaday,seven
(7)daysaweek.Theyareresponsibleforansweringyourquestionsabout:
accountbalances
reportinglostorstolencards
accountdisputes
Iffurtherhelpisrequired,pleasecontactPurchasingServicesforassistance.
PURPOSEOFCREDITCARDPROGRAM
ThepurposeoftheUniversityofWindsorScotiabankVISAPurchasingCreditCardprogramistoprovide
anefficientmethodforemployeestopurchaseandpayforlowvalueditems.Forusageparameters,refer
tothe“LimitsandControls”sectionreferencedbelow.ThisPurchasingCardcanbeusedforitemssuch
asoffice,teachingorlabsupplies,cellphonecharges,subscriptions,catalogueorders,etc.
DonotusethisPurchasingCardifthegoodsorservices:
1)RequireaspecialpermittocrosstheU.S.border
2)Requirespecialhandling(i.e.chemicals,hazardous‐contacttheChemicalControlCentre)
3)Havecomplicatedshippingorinstallationissuesorrequireelectricalcertification
4)Areavailableunderanexistingcontract(i.e.BlanketPurchaseOrder)
4)Areavailablefromotherinventoryareas
5)Arefortravelorentertainmentrelatedexpenses.Pleaserefer to the Travel Policy and the
Entertainmentpolicyfortheseexpenses.
6)Forcostsassociatedwiththeoperationofpersonalvehicles
7)Havebeendefinedasacontrolledsubstanceand/orcontrolledtechnology
PROCESSINGANDPAYMENTOFCREDITCARDTRANSACTIONS
 AllexpensesincurredonthisPurchasingCardarepaiddirectlybytheUniversity.
EachmonththedataisuploadedfromthebankintotheUniversityUWinsiteFinancialSystem“UWinsite”.
Eachtransactionisassociatedwithamerchantcategorycode“MCC”whichisusedtoassigntheexpense
3
“natural”accountthetransactionwill be charged to withinUWinsite.Atthe time of PurchasingCard
issuance,theapplicableaccount(s)(i.e.departmentalorresearchgrantaccount)willbeassignedforthat
PurchasingCard.AllexpensesforthatPurchasingCardwillthenbeassignedtothenotedaccountsunless
thecardholderreallocatesexpenseswithinPurchasingCardsoftware(“CentreSuite”),priortouploadto
theUWinste.Forfurtherreferenceonthisprocess,pleaserefertotheCentreSuiteManualforadetailed
explanationonthetransactionallocationanduploadprocess.
LIMITSANDCONTROLS
CardholdersareadvisedtoprotecttheirUniversityPurchasingCardliketheywouldtheirownpersonal
creditcard.
1. ThefollowingstandardlimitswillbeappliedtotheUniversityPurchasingCard:
SingleTransactionLimit‐standardlimitis$2,825(includingtaxes)
MonthlyCreditLimit–standardlimitis$10,000
MCCcoderestrictionstoprohibitpurchasesfromspecificvendors.
2. Purchasing Cards are blocked from use at airlines, hotels, car rental agencies, gas stations,
restaurants,liquorstores,entertainmentvenues,andfinancialinstitutions.
Please refer to the University of Windsor Travel Policy and the University Travel Cardholder
Guidelines for use of the University Scotiabank VISA Travel Card program. The Travel Card
programisusedtopayfortravelrelatedexpenditures.TheTravelCardispaidfordirectlybythe
cardholder.
3. AnypersonaluseofthePurchasingCardisstrictlyprohibited,andnon‐compliancecouldresultin
disciplinaryaction.
4. Itisnotanacceptablepracticetoby‐passtheprescribedtransactionlimitsbyallowingthevendor
toprocessmultiplecharges,tocoverthecostsofanorder.This is referred to splitting
transactions.SplittingordersdoesnotcomplywiththeUniversityPurchasingPolicyandisstrictly
prohibited.
5. ThefollowingstepsaretobetakenwhenanemployeeleavestheUniversity:
DeanorDepartmentManagerisresponsibleforcollectinganddestroyingthePurchasing
Card.
DepartmentnotifiesPurchasingtocancelthePurchasingCard.
RECONCILIATION,RECORDRETENTION&APPROVAL
Thecardholderisresponsibleforthereconciliation,recordretentionandapprovaloftheirpurchasing
cardstatementandtransactions.EachcardholderwillreceiveamonthlyPurchasingCardstatement.The
statementcanbefoundontheCentreSuiteWebsite.Thestatementwillincludeeachtransactionmade
againsttheirPurchasingCardduringthepreviousmonth.Assuch,thefollowingprocessmustbefollowed:
1. ThecardholdermatchesupandreconcilesallPurchasingCardreceiptstothetransactionslisted
on their statement. All original receipts must be kept with thisstatementandfiledin
chronologicalorder.AllreceiptsMUSTberetainedbythecardholderforseven(7)yearsasthese
mayberequiredforauditpurposes.Itshouldbenotedthattherewillbeaslightdiscrepancyin
theamountspostedtoaccountsinUWINSITEandtheamountsshownoncardholderstatements
duetotheexemptportionoftheHST.
4
2. TheFinanceDepartmentassumesthatalltransactionsrecordedbythebankarelegitimateand
thatpaymenttothebankwillbeprocessedwithoutpriorapprovalbycardholders.Responsibility
restswiththecardholdertoensurealltransactionsareaccurate, legitimate and eligible. Any
discrepanciesmustbeidentifiedbythecardholderandappropriateactiontakentoresolvethe
problem.
3. Allcardholderstatementsmustbeapproved(signedoff)asfollows:
i. ResearchGrantAccounts:Signoffbytheappropriatesigningauthorityontheresearch
account(s) being charged. If the cardholderis thesigningauthority onthe research
grantaccountbeingcharged,thenthecardholderisresponsibleforsigningtheirown
statement,asproofthatareviewofthetransactionshasbeencompleted.
ii. OperatingAccounts(Non‐ResearchGrantAccounts):Signoffbytheappropriate“one‐
up” signing authority (i.e. a minimum of one level of authorizationabovethe
cardholder)ontheaccount(s)beingcharged.
PURCHASINGCARDAUDITANDVIOLATIONS
TheFinanceand/orInternalAuditdepartmentwillperiodicallyconductPurchasingCardreviewstoensure
thatallpoliciesandproceduresoutlinedinthisUniversityPurchasingCardGuidelinesarebeingfollowed.
PurchasingCardviolationnoticeswillbeissuedforthefollowing:
Missingone‐upsignaturesonstatements.
Missinginvoicesorsupportingdocumentation.
SplitTransactions.
Othernon‐complianttransactions.
Level1ViolationNotification:ALevel1notificationwillbeissuedtonotifyacardholderandtheone‐up
signingauthorityonthecard,thefirsttimeaviolationisidentifiedasaremindertorefertothePurchasing
CardGuidelines.
Level2ViolationNotification:ALevel2notificationwillbeissuedtothecardholderandtheone‐upsigning
authorityon thecard,to notifythecardholder ofthesecondviolation.Thisnotification willrequirea
cardholdertosuccessfullycompletethePurchasingCardOnlineTrainingProgram.
Level3ViolationNotification:ALevel3violation,tothecardholderandtheone‐upsigningauthorityon
thecard,tonotifythecardholderofthethirdandfinalviolation.Thisnotificationwillbeissuedformultiple
infractionstothePolicyand will resultinthesuspensionof card use temporarily until, theunderlying
issuesareresolved.Thisviolationnoticecouldresultinpossiblerevocationofthecard.
5
SECTIONII‐PURCHASINGGUIDELINES
PLACINGORDERSBYPHONE,FAXORINTERNET
Ifpurchasingfromaretailstore,cardholdersshouldrequestanoriginal,itemizedreceipt.Iforderingby
phoneorfax,cardholdersshouldrequestaconfirmationoforder.Ifatemplateisrequiredforordervia
phoneorfax,cardholdersshouldcontactPurchasingServices.
SHIPPINGINFORMATION
Ifgoodsarebeingdelivered/shippedtothecampus,cardholdersmustensurethatthevendorhasthe
appropriateshippinginformation.Thisinformationwillensureproperre‐routingofthepackageonceit
arrivesattheCentralReceivinglocationoncampus.CardholdersshouldalsohaveallitemsshippedF.O.B.
UniversityofWindsorFreightPrepaid.
Allshippinginformationmustappearontheoutsidelabelofthepackageandshouldindicatecardholder
name,department,buildingandroomnumber.
DELIVERYINFORMATION
AllitemsshouldbedeliveredtoUniversityCentralReceivingattheaddressbelow:
UniversityofWindsor
CentralReceiving
2601UnionStreet
Windsor,ON
N9B3P4
IforderinggoodsfromaU.S.vendor,allitemswillneedtobeshippedtotheU.S.warehouseattheaddress
below:
14300HennStreet
Dearborn,MI
48126
Cardholders must contact the University Customs Clerk at extension 2083toarrangefornecessary
customsclearancedocumentation.
AUTHORIZATIONISSUES
Intheeventofauthorizationissues,cardholdersshouldrefertothefollowingprocess:
1. Callthe1‐800phonenumbernotedonthebackofthePurchasingCard.Thisphonenumberwill
provideadirectlinetoVISAOperations.
2. VISAOperationscanoverrideimmediatelyifthetransactionfitsthepre‐defined
parametersforindividualPurchasingCards(i.e.creditlimits,transactionnotablocked
transactiontype,etc.
3. If VISA Operations indicate that transaction will not be permittedbecauseofcard
restrictionsorcreditlimitissues,cardholderswillnotbeabletocompletethatparticular
transaction.Inthosesituations,cardholderscancontactPurchasingtodiscusshowtoget
orderprocessed.
6
SUPPLIERPROBLEMS
Inthe eventof supplierrelated issues(i.e.shipment delays,errors, productquality,etc.), cardholders
shouldattempttoresolvetheseissueswiththesupplierdirectly.
LOSTORSTOLENCARDS
Cardholdersareresponsibletoinformthebank(phone1‐888‐823‐9657)immediatelytorequestablock
andtransferontheexistingPurchasingCard.CardholdersshouldalsonotifyPurchasingServicesassoon
aspossibleofanylostorstolenPurchasingCards.

7
SECTIONIII–APPLYINGFORAPURCHASINGCARD
PurchasingCardTraining:
Before a cardholder can apply for a Purchasing Card, each cardholder is required to
completethemandatoryonlinePurchasingCardTrainingProgramandQuiz.
PurchasingCardApplication:
Oncetheonlinetrainingprogramandquizhavebeencompleted,pleasecompletethe
PurchasingCardApplicationandsubmitittothePurchasingDepartment.Theformmay
besubmittedbye‐mailorinperson.
PurchasingCardChangeRequestForm:
IfatanypointintimeacardholderrequiresachangetothePurchasingCardinformation,
the Purchasing Card Change Request Form must be completed and submitted to
Purchasingforapproval,beforethechangecantakeplace.Theformmustbesignedby
theone‐upsigningauthorityforthepurchasingcard.Theformmaybesubmittedby
e‐mailorinperson.
Someexamplesofchangesthatacardholdermayrequireinclude:
Increase/decreasetothePurchasingCardbalancelimit
IncreaseordecreasetotheIndividualtransactionlimit
RemoveoraddMCCcoderestrictions
Changecontactinformation
Changeaccountinginformation
Cancelthecardshouldtheynolongerneedit
Purchasing PO07
University of Windsor Purchasing Card APPLICATION
This form is to be used by the Campus Community to apply for a UWindsor Purchasing Card.
Cardholder’s Name: _______________________ _____, ___________________________________
First Name Initial Last Name
(21 character limit on full name)
Business Phone Number: (519) 253- 3000 ext. ____________
E-mail address: ______________________________@uwindsor.ca
UWinID (Used as login ID with CentreSuite): _________________________________
Significant DATE: ______________________________ (month/day/year)
You must assign your own significant date. It is required by the Bank for security reasons. It must be a valid DATE (8 digits)
and format must be MMDDYEAR (e.g. 12011941).
Reminder: All Cardholders must complete the mandatory online Purchasing Card Training and Quiz before you can pick up your
Purchasing Card from the Procurement Office. If the quiz is not completed when you go to pick up your Purchasing Card, the
Purchasing Card Administrator will not release your new card to you. Training and Quiz can be found at:
https://met.uwindsor.ca/quizzes/purchasing_card/
Dollar Limits ($)
Card Restrictions
Department:
Grant Approval
DEPARTMENT/GRANTEE APPROVAL OF APPLICATION
Your signature below indicates approval of the form and confirms that all information is accurate. The form must be signed
with written signature or official digital signature
Department Approval Signature: _______________________________________________
Department Approval Name (Please Print):_______________________________________
Approver Title: ________________________ Phone Ext. _______________________
Grantee Approval Signature: ___________________________________________________
Grantee Name (Please Print): _________________________________________
Grantee Title (Please Print) : ___________________________Phone Ext. _______________________
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UNIVERSITY OF WINDSOR
Purchasing Card Agreement – EMPLOYEES
(to be signed upon card issuance)
This document outlines the responsibilities I have as a holder of the University of Windsor Purchasing Card. My signature
indicates that I have completed the mandatory online Purchasing Card Training and Quiz, and that I agree to adhere to
the policies and procedures established for the program.
Cardholder Signature: ______________________________ Date: _____________________
Cardholder Name (please print): ____________________________________________________
Purchasing Services Use Only:
Date Card Was Requested: _________________________________________________________
Scotia Confirmation Number: _________________________________________________________
Date Card Received from Scotia: _________________________________________________________
Date Cardholder Completed the Online Quiz: _______________________________________________________
Date Cardholder Picked up Card: __________________________________________________________
Purchasing Card Administrator Signature: ___________________________________________________
Procurement Manager Signature: _________________________________________________________
Purchasing PO12
Purchasing Card (PCard) Change Request Form
This form is used by Purchasing Cardholders to request a change in their Purchasing Card balance limit, individual
transaction limit, to remove or add MCC code restrictions, and to cancel the card should they no longer need it.
Cardholder Information:
Full Name: ______________________________________________________________
Last 4 digits of PCard # ______________
Cardholder Change Request:
Date of Request: ________________
Current Single Transaction Limit: $2,825.00
Current Single Transaction Limit Request: _____________
Current Monthly Limit: $10,000
Requested Monthly Limit: _______________
Explanation for the Increase: ___________________________________________________________
___________________________________________________________
MCC Groups lift Restrictions: Check appropriate box and provide reason
Hotels ☐ Travel ☐ Meals ☐ Auto Rent ☐ Gas
Explanation for the lift of MCC Restriction: _________________________________________________
_________________________________________________
Is this above request a permanent request or a temporary Request? ____ Permanent _____ Temporary
If the request is permanent, please explain why: ________________________________________
Cancelling a Purchasing Card:
Request to Cancel PCard? Yes ☐ No ☐
Pcard receipts and statements are kept with Office Administrator for Auditors: ☐ Yes ☐ No
Purchasing Card Change Request Approval:
Your approval of the form and confirms that all information is accurate. Approval must either be with written signature of official
digital signature.
Card Holder: ________________________________________________ Date: _______________
Department Head/Dean: ______________________________________ Date: _______________
Procurement Office Approval:
Purchasing Card Administrator: ________________________________ Date: _______________
Procurement Manager: _______________________________________ Date: _______________
Administrator Notes: ___________________________________________________________________
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University Purchasing Cardholder Information Package And Guidelines (University of Windsor)

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Completed 28 July 2020

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