PCard Regulation

PDF icon PCard Regulation

In case of a disagreement in the interpretation of regulations, or in the case of a dispute, the PDF version prevails.

Developed jointly by: Procurement Services and Financial Services
In Collaboration with: Internal Audit Department and Legal Services
Approved by: Vice-Principal – Administration and Finance

Overview

The following Procurement Card Regulation (the Regulation) has been approved and issued under the authority of the McGill University Procurement Policy.

The McGill University Procurement Card (PCard) is a University selected credit card assigned to authorized McGill Employees in order to allow purchasing of goods and services up to specified amounts for approved business purposes. For the purposes of the Regulation, McGill “Employees” collectively refers to Academics, Researchers, and Administrative Staff of the University. The University has implemented the use of the PCard to improve administrative procedures for the University community by streamlining the paperwork process and improving acquisition time for goods and services.

The chip-enabled PCard includes both the Cardholder and McGill University names.  The PCard is limited to “Business Use Only” and may not be used for items of a personal nature, for travel and entertainment-related expenses, or certain prohibited card transactions.  No individual other than the named, authorized McGill Employee is permitted to use the PCard.

The Cardholder is responsible for ensuring that the PCard is used in accordance with the Procurement Card Regulation and Procedures. The University may cancel the PCard at any time should it have cause to believe that the PCard is not being used in full compliance with the Procurement Card Regulation and Procedures.

Regulation

R1. Procurement Card Glossary

Approval
The process whereby the Fund Financial Manager/Principal Investigator (FFM/PI) or the Delegate approves the reconciled PCard Transaction.  Once approved, the PCard Transaction will then be charged to the appropriate fund. 
Approver
A McGill Employee who is authorized to review and approve PCard Transactions charged to funds within their jurisdiction. By default, the Approver is the FFM/PI of fund(s) being charged. In addition, delegate(s) may be specified by the FFM/PI.
Best Business Practices
Are those business management practices that lead to better results and are generally accepted as the industry standards.
Cardholder
A McGill Employee who is authorized by the FFM/PI to receive a PCard for making purchases within pre-set limits. FFM/PI may also be a Cardholder in which case authorization of one-up is required for receiving a PCard.
Card Issuer
Financial (banking) institution that issues the PCard.
Central PCard Administration Team
The Team in Transaction Services (Financial Services) that approves PCard applications, monitors all PCard usage and which may revoke the PCard privilege of Cardholders in the event of misuse.
Cycle Limit
The maximum number of Transactions that may be applied to a Cardholder’s purchasing authority per day. The University standard Cycle Limit is five (5) Transactions per day.
Default FOAPAL
The FOAPAL which is provided by the FFM/PI on the Request for Procurement Card Form. The Central PCard Administration Team will use the Default FOAPAL to distribute any un-reconciled or un-approved charges remaining after the designated reconciliation/approval time limit.  Tri-Agency Grants cannot be assigned as the Default FOAPAL.
Restrictions on the Default FOAPAL:
  • Tri-Agency Grants cannot be assigned as the Default FOAPAL.
  • The Provost's Office will review all PCard Applications where the Default FOAPAL is an Internal Chair Award such as James McGill Professorship Awards, William Dawson Scholarship Awards and Distinguished James McGill Professorships.
Delegate
A McGill Employee to whom permanent or temporary proxy is specified by the FFM/PI to perform online approvals up to a certain delegation threshold (maximum dollar value). A Delegate is a McGill Employee involved in the ongoing financial management of the fund(s) with the skill and knowledge necessary for the effective exercise of the authority. 
Departmental PCard Reconciler Best Business Practice
A McGill Employee who has been assigned by the Cardholder to ensure a timely review and reconciliation of PCard transactions.  
Documentation Envelope Best Business Practice
An envelope that is designed for storing monthly PCard supporting documents. The front of this envelope is used as the first page of the Transaction Log. The University highly recommends the use of the Documentation Envelope and the Transaction Log.
Employees
Collectively refers to Academics, Researchers, and Administrative Staff of the University.
Encrypted Web Page
Sensitive information, generated by Web pages, is secured when traveling over the worldwide web.
Fund Financial Manager / Principal Investigator (FFM/PI)
The McGill Employee responsible and accountable for a McGill fund/grant.
Merchant Category Code (MCC)
Assigned to a merchant by the Card Issuer, which identifies the primary goods or services provided by the merchant.
Monthly Limit
The maximum dollar value of charges that may be applied to a Cardholder’s purchasing authority for the month. The University standard limit is $15,000 per month.
McGill On-line PCard System (MOPS)
Developed for the reconciliation and approval of PCard Transactions. MOPS can be accessed via a Minerva menu.
Procurement Card (PCard)
A University selected credit card assigned to the authorized McGill Employees for the purpose of purchasing goods and services up to specified amounts for approved business purposes.
Reconciliation
The process whereby the Cardholder or the Departmental PCard Reconciler reviews the PCard Transactions and assigns the appropriate FOAPAL(s) on MOPS.
Transaction
A charge, credit, correction or other activity processed against any Cardholder PCard account.
Transaction Limit
The maximum allowable dollar limit of $2,500 (including shipping charges, currency exchange and taxes) for each (individual) Transaction (swipe of the PCard).

R2. Cardholder Eligibility

To be eligible for a PCard the applicant must meet the following criteria:

  • The applicant must be a McGill Employee;
  • If the applicant is an Academic or a Researcher, they must be a FFM/PI with responsibility for a McGill fund/grant.
  • The applicant must submit a written application, supported and approved by the FFM/PI of the Default FOAPAL or one-up when the applicant is FFM/PI;
  • The applicant must complete the PCard Questionnaire on Procurement Card Regulation and Procedures prior to being issued a PCard;
  • If approved, the applicant must sign the Cardholder Agreement in advance of receiving the PCard and in the presence of a Central PCard Administration Team member.

R3. Cardholder Liability

As the PCard is issued to the University for use by authorized McGill Employees, it is a University credit card, which will not affect the Cardholder’s personal credit. However, it is the Cardholder’s responsibility to ensure that the PCard is used only within the stated guidelines of the University Procurement Card Regulation and Procedures. Failure to comply with the Regulation and Procedures will result in revocation 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).

PCards are assigned to a specific individual. They may not be assigned to multiple users. PCards may not be loaned to any other individual. The Cardholder is the only person authorized to use the assigned Pcard. The Cardholder may effect purchases on behalf of other Employees but remains responsible for all Transactions charged to their PCard.

R4. Procurement Card Limits

McGill University PCard limits are set as per the following parameters:

  1. Transaction Limit: Single Transaction not to exceed $2,500 (including shipping charges, currency exchange and taxes). The Transaction Limit can be decreased;  it cannot be increased;
  2. Cycle Limit: Five (5) Transactions per day. The Cycle Limit can be lowered or raised;
  3. Monthly Limit: $15,000 total purchases per month.

Note: Adjustment to any of the above parameters is subject to the approval of the FFM/PI (or one-up in case Cardholder is FFM/PI) and the authorized representative of Financial Services.

It is strictly prohibited to split purchases to circumvent PCard limits. If the dollar amount of an item exceeds the established PCard limits, a purchase requisition through MMP must be issued to Procurement Services.

R5. Prohibited PCard Transactions

PCards may not be used to purchase goods and services for personal use.

In addition, the following goods and services may not be purchased with the PCard:

  • Goods and services available from the enabled eCatalog suppliers on MMP;
  • Alcoholic beverages;
  • Regulated alcohol (Ethanol);
  • Controlled goods ;
  • Laboratory and research animals;
  • Printing services relating to the reproduction of multiple copies of copyrighted materials where copyright clearance has not been obtained;
  • Inter-departmental services (i.e. Facilities Management work orders, McGill Book Store);
  • Salary & salary related charges including temporary help and consulting fees;
  • Travel & Entertainment related expenses including conference registration;
  • Parts, maintenance services, and fuel for University vehicles (Refer to the University  Fleet of Vehicles Program);
  • Parking, including McGill University Parking Services.

R6. Procurement Card Requests

Any request for a PCard must be submitted by completing the “Request for Procurement Card Form” and signed by the FFM/PI of the Default FOAPAL (or one-up if the requester is FFM/PI).

 

Restrictions on the Default FOAPAL:

  • Tri-Agency Grants cannot be assigned as the Default FOAPAL.
  • The Provost's Office will review all PCard Applications where the Default FOAPAL is an Internal Chair Award such as James McGill Professorship Awards, William Dawson Scholarship Awards and Distinguished James McGill Professorships.

R7. Lost or Stolen PCards

It is the responsibility of the Cardholder to maintain control and security of the PCard.  All precautions should be used to maintain confidentiality of all information relating to the PCard, such as the PCard number, card verification value (CVV number on the signature panel), and expiration date.

Fraudulent use of the PCard and lost or stolen PCards must be reported immediately.

R8. Disputes

The Cardholder is responsible for resolving all discrepancies and disputes directly with the supplier.  Every effort must be made to resolve disputes within thirty (30) days of the transaction. The Cardholder should allow sufficient time for the supplier to prepare a credit voucher or for the replacement of items. 

If the Cardholder is not able to resolve the dispute with the supplier within 30 days, the Cardholder must flag the dispute on MOPS and the Central PCard Administration Team should be contacted to intervene with the Card Issuer on behalf of the Cardholder.

R9. Credits

The supplier must issue a credit to the Cardholder account for any item they have agreed to accept for return or for any agreed upon price adjustment. This credit will appear on MOPS and should be reconciled in the same manner as other Transactions.

R10. Taxes on Purchases

McGill University is required to pay G.S.T. and Q.S.T. in the majority of instances. Depending on the type of supplies and location of the supplier, however, the amount of tax or tax implications may vary.

R11. Supplier Participation

All purchases of less than $2,500 per Transaction (including shipping charges, currency exchange and taxes) except for those listed in section R5. (The Prohibited PCard Transactions) can be processed using the PCard.

Cardholders should contact Procurement Services when encountering suppliers who do not accept the PCard.

R12. Required Documentation and Record Retention

In compliance with McGill University’s Records Retention Schedule, PCard Transaction documents must be retained for a period of 7 (seven) years in the event of an internal or external audit. The FFM/PI is responsible for accumulating and arranging for appropriate secure storage of the Transaction documents during the 7 (seven) year period. FFM/PI may consult the University Archives for advice on complying with the retention requirements, including identifying appropriate storage solutions. For all McGill University PCard Transactions, key documents supporting transactions will include invoices (or packing slips with prices) and PCard vouchers.

R13. Reconciliation and Approval of PCard Transactions

PCard Transactions are downloaded from the Card Issuer’s system to MOPS regularly throughout the week. Once the PCard Transactions are reconciled and approved in MOPS, they are fed into Banner as invoices.

It is the responsibility of the Cardholder or Departmental PCard Reconciler to reconcile PCard Transactions to the appropriate FOAPAL(s) in MOPS by the deadlines established by the Central PCard Administration Team. If not reconciled, the Transactions will be assigned to the Default FOAPAL (using the predetermined account code 700490) and sent for approval.

All Transactions reconciled by the FFM/PI or their Delegate will automatically be considered as approved.

It is the responsibility of the Approver to approve reconciled PCard Transactions to the appropriate FOAPAL by the deadlines established by the Central PCard Administration Team. If not approved, the Transactions will be assigned to the Default FOAPAL (using the predetermined account code 700490).

The Central PCard Administration Team may impose shorter turnaround times for reconciling and approving PCard Transactions during fiscal year-end.

The Cardholder’s PCard may be revoked if there are frequent Transactions posted to the Default FOAPAL.

R14. Audit

PCard Transaction records may be requested at any time for examination by the Central PCard Administration Team, Faculty or Department management personnel, Monitoring and Compliance, Research Financial Management Services (Financial Services) and internal or external auditors.

R15. Areas of Responsibilities

R15.1. Card Issuer -  is responsible for:
  • Establishing PCard accounts;
  • Issuing and delivering all PCards to the Central PCard Administration Team;
  • Canceling any PCard reported lost or stolen;
  • Providing the Transactions to the University for displaying on MOPS;
  • Providing customer service assistance;
  • Collecting payment from the University for services provided under the PCard program;
  • Remitting payment to the University PCard suppliers for the charged Transactions.
R15.2. Procurement Services - is responsible for:
  • Administering the University’s PCard Agreement with the Card Issuer;
  • Reviewing all expenditures to evaluate the effectiveness of the program and identifying any high volume items that could be competitively quoted or bid;
  • Arranging for suppliers to be set up as merchants with the Card Issuer.
R15.3. Central PCard Administration Team - is responsible for:
  • Approving and processing PCard applications;
  • Delivering PCards to the applicants, replacing and/or revoking PCards;
  • Maintaining the MOPS database;
  • Retaining Cardholder agreements;
  • Setting deadlines for reconciling and approving PCard transactions;
  • Sending monthly reminders regarding reconciliation and approval deadlines;
  • Adjusting reconciliation and approval deadlines during fiscal year-end;
  • Modifying PCard cycle and monthly limits;
  • Facilitating reconciliation of billing disputes once the Cardholder has exhausted all attempts with the supplier;
  • Monitoring Transactions posted to Default FOAPALs;
  • Monitoring for and resolving potential program abuses and misuses.
R15.4. Procurement Services and Central PCard Administration Team – are responsible for:
  • Developing and enforcing the Procurement Card Regulation, Procedures and PCard Questionnaire;
  • Posting PCard related communiqués via the Listserv.
R15.5. Cardholders who have appointed a Departmental PCard Reconciler (Best Business Practice) are responsible for:
R15.5.1. Cardholder Responsibilities - is responsible for:
  • Completing the PCard Questionnaire;
  • Securing the PCard and all information relating to the PCard:
    • Personal Account Number (PAN): the number on the face of the card;
    • Card Verification Value (CVV): the 3 digits on the back of the card;
    • Expiration date;
    • Personal Information Number (PIN): the number entered when making card present purchases (i.e. over the counter).
  • Notifying the Central PCard Administration Team or Card Issuer of lost or stolen PCards, as appropriate;
  • Initiating every purchase (no card sharing);
  • Using the PCard accordance with Procurement Card Regulation and University/Granting Agency Policies/Guidelines;
  • Identifying and resolving disputes with suppliers;
  • Communicating disputed charges to the Central PCard Administration Team;
  • Forwarding receipts to Departmental PCard Reconciler;
  • First point of contact in the event of an Internal or External Audit.
R15.6. Departmental PCard Reconciler Responsibilities Best Business Practice – is responsible for:
  • Collecting, organizing and retaining receipts (minimum of 7 years; for grants – receipts must be retained for the duration of the grant);
  • Reviewing and validating charges for legitimacy, accuracy of price, quantity received and condition of goods;
  • Ensuring all purchases are compliant with the PCard Regulation and University/Granting Agency Policies/Guidelines;
  • Identifying and resolving disputes with suppliers;
  • Communicating disputed charges to the Central PCard Administration Team;
  • Reconciling PCard Transactions to the appropriate FOAPAL(s) in MOPS by the deadlines established by the Central PCard Administration Team;
  • Maintaining Transaction Logs;
  • First point of contact (along with the Cardholder) in the event of an Internal or External Audit.
R15.7. Cardholders who are Reconciling their PCard Transactions (not the Best Business Practice) – are responsible for:
R15.7.1. Cardholder Responsibilities - is responsible for:
  • Completing the PCard Questionnaire;
  • Securing the PCard and all information relating to the PCard:
    • Personal Account Number (PAN): the number on the face of the card;
    • Card Verification Value (CVV): the 3 digits on the back of the card;
    • Expiration date;
    • Personal Information Number (PIN): the number entered when making card present purchases (i.e. over the counter).
  • Notifying the Central PCard Administration Team or Card Issuer of lost or stolen PCards, as appropriate;
  • Initiating every purchase (no card sharing);
  • Using the PCard accordance with Procurement Card Regulation and University/Granting Agency Policies/Guidelines;
  • Identifying and resolving disputes with suppliers;
  • Communicating disputed charges to the Central PCard Administration Team;
  • Collecting, organizing and retaining receipts (minimum of 7 years; for grants – receipts must be retained for the duration of the grant);
  • First point of contact in the event of an Internal or External Audit.
R15.7.2. Reconciler Responsibilities - is responsible for:
  • Reviewing and validating charges for legitimacy, accuracy of price, quantity received and condition of goods;
  • Ensuring all purchases are compliant with the PCard Regulation and University/Granting Agency Policies/Guidelines;
  • Reconciling PCard Transactions to the appropriate FOAPAL(s) in MOPS by the deadlines established by the Central PCard Administration Team;
  • Maintaining Transaction Logs.
R15.8. FFM/PI – is responsible for:
  • Approving requests for PCards defaulting to their fund/grant;
  • Approving increases to spending limits;
  • Approving PCard Transactions or naming a delegate to approve on their behalf;
  • Ensuring financial controls are in place and operating effectively at the local level;
  • Reviewing fund/grant financial statements and transactions to ensure that the charges are legitimate, reasonable and appropriate use of the funds/grants in accordance with the PCard Regulation and University/Granting Agency Policies/Guidelines;
  • Notifying the Central PCard Administration Team of any change in the Cardholder’s employment status (i.e. employment termination, leaves, transfers, etc.);
  • Maintaining their approval delegation records in Minerva.
R15.8.1. If reconciling PCard transactions then the FFM/PI - is responsible for:
  • Collecting, organizing and retaining receipts (minimum of 7 years; for grants – receipts must be retained for the duration of the grant);
  • Reviewing and validating charges for legitimacy, accuracy of price, quantity received and condition of goods;
  • Ensuring all purchases are compliant with the PCard Regulation and University/Granting Agency Policies/Guidelines;
  • Identifying and resolving disputes with suppliers;
  • Communicating disputed charges to the Central PCard Administration Team;
  • Reconciling PCard Transactions to the appropriate FOAPAL(s) in MOPS by the deadlines established by the Central PCard Administration Team;
  • Maintaining Transaction Logs.
R15.8.2. If approving PCard transactions then the FFM/PI - is responsible for:
  • Approving reconciled PCard Transactions to the appropriate FOAPAL by the deadlines established by Central PCard Administration Team;
  • Review and ensure charges are legitimate, reasonable and an appropriate use of funds;
  • Ensure all purchases are compliant with the PCard Regulation and University/Granting Agency Policies/Guidelines.
R15.9. Approvers (FFM/PI or Delegate(s)) – are responsible for:
  • Approving reconciled PCard Transactions to the appropriate FOAPAL by the deadlines established by Central PCard Administration Team;
  • Reviewing and ensuring charges are legitimate, reasonable and appropriate use of funds;
  • Ensuring that ensuring all purchases are compliant with the PCard Regulation and University/Granting Agency Policies/Guidelines;
  • Is legitimate, reasonable and an appropriate use of funds.

Procedures

PR1. How to Apply for a PCard

PR1.1.
PCard Holders must be McGill Employees.
PR1.2.
In order to obtain a PCard, you need to:
a) The employee must read the Pcard Regulation;
b) The PDF icon PCard Application Form [.pdf] must be completed and submitted to the pcardadministration [at] mcgill.ca (Central PCard Administration Team).
c) It takes approximately 20 working days to process an application.
d) All new cardholders are required to complete the PCard Questionnaire before the PCard is released.
e) The Cardholder will be notified by email regarding pick-up procedures.

PR2. Assigning a Departmental PCard Reconciler

PR2.1.
The FFM/PI may name a Departmental PCard Reconciler - the employee who has been delegated by the FFM/PI and/or the Cardholder the responsibility for timely review and reconciliation of PCard transactions.
PR2.2.
The Departmental Pcard Reconciler can be assigned when requesting a PCard on the Pcard Application Form or by emailing the pcardadministration [at] mcgill.ca (Central PCard Administration Team).

The following information must be included in the email:

  • Cardholder Name and McGill ID
  • Your name and McGill ID
  • Copy the Cardholder on the email

PR3. Using the PCard Securely

PR3.1.
It is the responsibility of the Cardholder to secure the PCard and all information relating to the PCard:
  • Personal Account Number (PAN): the number on the face of the card;
  • Card Verification Value (CVV): the 3 digits on the back of the card;
  • Expiration date;
  • Personal Information Number (PIN): the number entered when making card present purchases (i.e. over the counter).
PR3.1.1. Card Present Purchases
Card present purchases (i.e. over the counter) are the most secure method of placing orders as the Cardholder must enter their PIN.
PR3.1.2. Purchases made via the Internet
The Cardholder must ensure that secure and encrypted websites are used when placing orders via the internet. For more information please refer to the IT Knowledge Base.

The Cardholder must:

  • Obtain electronic confirmation of the order;
  • If PCard purchases are made using an "Internet Billing Agency" such as Paypal, Ibill or Ebay, the Cardholder must keep a copy of the e-mail confirmation together with the description of the merchandise.
PR3.1.3. Purchases made by Fax
Whenever possible, prior to making a purchase by Fax, the Cardholder should ensure:
  • The merchant’s fax machine is in a controlled environment;
  • The faxes received by the merchant are secured;
  • Once the order processed, the merchant must keep the fax under lock and key or destroy the fax.
The Cardholder must:
  • Provide to the supplier, his/her name, phone number, department name and a shipping address;
  • Record the name of the person taking the order;
  • Obtain a confirmation order number from the supplier;
  • Record the purchase on the PCard Transaction Log.
PR3.1.4. Purchases made over the Phone

The University strongly urges Cardholders to not make purchases over the phone as this have the highest incidence of fraudulent transactions.

If this method of purchasing is the only alternative, then the Cardholder must place the order in a closed office or area where no other individual can hear and retain the PCard information (i.e. the PAN, CVV and expiration date).

The Cardholder must:

  • Provide to the supplier, his/her name, phone number, department name and a shipping address;
  • Record the name of the person taking the order;
  • Obtain a confirmation order number from the supplier;
  • Record the purchase on the PCard Transaction Log.
PR3.2. Before Placing an Order

In all cases, the Cardholder must determine, before placing an order that the:

  • Proposed purchase is not a prohibited PCard transaction;
  • Total cost does not exceed the Cardholder's purchase limits, including shipping charges, currency exchange and taxes;
  • Supplier accepts the PCard;
  • Product is available;
  • Price is the best that can be obtained (ask if educational discounts are available);
  • Delivery date meets expectations and needs;
  • Appropriate method of shipping and handling is selected and special handling instructions are defined;
  • Shipping cost.
PR3.3. Receipt Requirement

In all cases, the Cardholder must ensure that the receipt, and/or packing slip contains the:

  • Supplier name and address;
  • Description of items purchased;
  • Quantity of goods ordered and received;
  • Itemized unit prices and the amount extensions;
  • Goods and Services Tax and Provincial Sales Tax (if applicable);
  • Shipping charges (if applicable);
  • Grand total of order.

PR4.Documentation Best Practices - Transaction Log

PR4.1.
In addition to the PCard Reporting menu option in MOPS, you may run the PCard Management report templates available on the Financial Services website to view:
  • Number of cards in a particular Unit along with the name and McGill ID of each cardholder
  • For any given card, the number of posted transactions and the cumulative dollar figure for purchases broken down by Supplier
Attaching original receipts to the reports and storing it for the prescribed retention period.
PR4.2.
Upon placing an order, regardless of the method used, the Cardholder should record the transaction on their Transaction Log. Receipts should be stored in the Documentation Envelope unless an alternative process has been established. PCard Documentation envelopes can be obtained at no cost through the pcardadministration [at] mcgill.ca (Central PCard Administration Team).
PR4.3.
The information on the Transaction Log shall include:
  • Item # (assign a number in this cloumn and write it on the matching receipt);
  • Transaction/credit date;
  • Vendor name;
  • Brief description of product/service;
  • Total amount (including tax, shipping and currency exchange, if appicable);
  • Expected delivery date;
  • MOPS approval date;
  • MOPS audit number;
  • Check if goods/services is received;
  • Check if receipts are enclosed.
PR4.4.
The front of the Documentation Envelope can be used as the first page of the PCard Transaction Log. If required, additional copies of the PDF icon PCard Transaction Log [.pdf] can be printed and added to the envelope. The PCard Transaction Log is used to reconcile the transactions.
PR4.5.
Upon receiving the goods/services, the Cardholder will:
  • Check the item that has been received;
  • Check Dispute Item column with the Dispute Code, if applicable.
PR4.6.
Alternative document management processes may be appropriate depending on department needs and administration, providing it complies with the University retention requirements.

PR5.Disputing a PCard Charge

PR5.1.
The Cardholder is responsible for resolving all discrepancies and disputes directly with the supplier. Every effort must be made to resolve disputes within thirty (30) days of the transaction. The Cardholder should allow sufficient time for the supplier to prepare credit voucher or for the replacement of items.
PR5.2.
If the Cardholder is not able to resolve the dispute with the supplier within 30 days, the Cardholder must indicate on MOPS the dispute and must advise the pcardadministration [at] mcgill.ca (Central PCard Administration Team) by email.
PR5.3.Common Dispute Reasons
The most common dispute reasons are described below. These reasons correlate with those found on the Transaction Log.
PR5.3.1. Merchandise Not Received
This reason is used if the Cardholder has not received the goods ordered. The Cardholder should allow sufficient time for the supplier to correct the error. If the situation is not resolved, the Cardholder is to provide details including the date that the delivery of service or merchandise was expected. In the event that the order was canceled, the Cardholder is to provide both the date of cancellation and a full explanation as to why the transaction was canceled.
PR5.3.2. Unauthorized Mail/Phone Order
This reason is used only to telephone or mail order transactions where a sales slip has not been signed with an authorized signature or imprinted with the purchaser's Pcard.
PR5.3.3. Duplicate Processing
This reason is used when a transaction has been multiple-billed to an account (the amounts must be the same). The Cardholder is to provide the transaction details of the original billing, such as dollar amounts, transaction date, etc.
PR5.3.4. Merchandise Returned
This reason is used when merchandise was returned but the credit has not been posted on MOPS. The Cardholder should allow the supplier sufficient time for processing their paperwork before filing the dispute. If sufficient time has elapsed, describe the reason for returning the merchandise and the date the item was returned.
PR5.3.5. Credit Not Received
This reason is used when the Cardholder has received a credit voucher or a written refund acknowledgment from the supplier, but the credit has not been posted on MOPS within 30 days from the date on the voucher or acknowledgment.
PR5.3.6. Alteration of Amount
This reason is used when the amount of a transaction has been altered without permission. The Cardholder must acknowledge the amount before alteration, and a copy of the Cardholder's sales slip must be provided to support this reason. The amount of the credit would be the difference between the amount before alteration and after alteration.
PR5.3.7. Inadequate Description or Unrecognized Charge
This reason is used in the event that the Cardholder does not recognize the transaction description, they should request that the Card Issuer Customer Services supply a copy of the sales slip.
PR5.3.8. Wrong Merchandise Received
This reason is used when the Cardholder claims that goods or services were not received as described. It is important that the sales draft specifically describe what was purchased. In a telephone order situation, the verbal description is considered the 'document characterization." The Cardholder must explain in his or her support documentation how the verbal description was different from what was actually received. An attempt must be made to return the goods and must be stated in the Cardholder's complaint. If merchandise was returned, proof of such return must be forwarded to the Card Issuer.
PR5.3.9. Other Dispute Reasons
If the reasons discussed so far do not adequately describe or fit the Cardholder's dispute circumstances, please contact the pcardadministration [at] mcgill.ca (Central PCard Administration Team).

PR6. Replacing a PCard if lost/stolen

PR6.1.
It is the responsibility of the Cardholder to maintain control and security for the PCard. All precautions should be used to maintain confidentiality of all information relating to the Card, such as the Cardholder PCard number, CVV and expiration date. The PCard number should never be left unlocked.
PR6.2. In case of a Lost/Stolen Card
PR6.2.1.
Fraudulent use of the Card and lost or stolen Cards must be reported immediately.
PR6.2.2.
The Cardholder should immediately contact the Bank of Montreal Customer Service at 1-800-361-3361 to report a lost or stolen Card. This number is available 7 days a week, 24 hours a day for reporting purposes. The Cardholder must be prepared to respond to the following questions:
  • Cardholder's complete name;
  • Circumstances surrounding the loss of the Card;
  • Any purchase(s) made on the day the Card was lost or stolen;
  • Details of the last purchase amount and location;
  • Personal Identification information;
  • Identify if there is a need to replace the Card.
PR6.2.3.
After a missing or stolen Card incident is reported to the Card Issuer, the Cardholder must also notify the pcardadministration [at] mcgill.ca (Central PCard Administration Team) by email so that the University records can be updated accordingly.
PR6.2.4.
If applicable, the Central PCard Administration Team will process the required paperwork to the Card Issuer to obtain a replacement Card. The Card Issuer will mail the replacement Cards to the Central PCard Administration Team within fifteen(15) working days of notification. The Central PCard Administration Team will notify the Cardholder when the replacement Card is available for pick-up.
PR6.3. In Case of Worn Out/Defective Cards
PR6.3.1.
If a PCard needs to be replaced because it is worn out or defective, the Cardholder should email the pcardadministration [at] mcgill.ca (Central PCard Administration Team). They will, in turn requests a replacement Card from the Card Issuer.
PR6.3.2.
The Card Issuer will mail the replacement Cards to the Central PCard Administration Team within fifteen (15) working days of notification.
PR6.3.3.
The Central PCard Administration Team will notify the Cardholder when the replacement Card is available for pick-up.
PR6.3.4.
To receive the new Card, the old Card must be surrendered and destroyed in the presence of a representative of the Central PCard Administration Team releasing the Card.
PR6.4. Procurement Card Automatic Renewal
PR6.4.1.
A new PCard will be issued directly by the Card Issuer and sent to the Central PCard Administration Team before the expiration date. The Central PCard Administration Team notifies the Cardholder.
PR6.4.2.
If a Card is not received before the current one expires, Cardholder must call the Central PCard Administration Team.
PR6.4.3.
The Card is valid until the last day of the month indicated (i.e. 10/17 until October 31, 2017).

PR7. Cancelling a PCard

PR7.1. Guidelines for Cancelling Cards
The Central PCard Administration Team will automatically cancel PCards under the following conditions:
  • A PCard has been inactive for twelve (12) consecutive months;
  • A PCard has not been picked up by the Cardholder within forty-five (45) days following the date of the electronic notification from the Central PCard Administration Team confirming receipt of the PCard;
  • The Cardholder has not completed the on-line certification training within forty-five (45) days from the receipt of electronic notification from the Central PCard Administration Team confirming the activation of the PCard;
  • • PCard transactions that are repeatedly left unreconciled or unapproved.
PR7.2. Termination
PR7.2.1.
When a Cardholder leaves the University, it is the responsibility of the Fund Financial Manager/ Principal Investigation to notify the pcardadministration [at] mcgill.ca (Central PCard Administration Team) by email.
PR7.2.2.
The FFM/PI must obtain the Card and all outstanding documentation on the account from the Cardholder prior to final separation and approve the charges on MOPS.
PR7.2.3.
A PDF icon PCard Application Form [.pdf] needs to be completed for a new Card requested for new/replacement employees.
PR7.3. Temporary Leave
PR7.3.1.
When a Cardholder leaves his/her 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 may then ask the pcardadministration [at] mcgill.ca (Central PCard Administration Team) by email to have the Card deactivate or cancelled.
PR7.3.2.
In the case of Card deactivation, the FFM/PI must advise the pcardadministration [at] mcgill.ca (Central PCard Administration Team) by email.
PR7.3.3.
If the FFM/PI chooses to cancel the Card, the procedures on "Termination" (see above) must be followed.
PR7.4. Change of Department
When a Cardholder changes department, the same procedures as for "Termination" (see above) applies.

Help and PCard Billing Address

Help
All questions about PCard policy and procedures should be directed to the Central PCard Administration Team: pcardadministration [at] mcgill.ca (email) | 514-398-1518.

PCard Billing Address
McGill University
Financial Services #216
3465 Durocher Street
Montreal, Quebec
H2X 0A8
Phone number: 514-398-1518

Frequently Asked Questions

Question Answer
I am the Departmental PCard Reconciler for our department but I do not see the full list of PCardholders when I reconcile the PCard transactions in MOPS. You must be set up as Departmental PCard Reconciler for all PCards within your department. To see the full list of PCards, run the PCard Management report on the Financial Services website. Once you have identified the missing PCards, email the pcardadministration [at] mcgill.ca (Central PCard Administration Team) to set you up as a Departmental PCard Reconciler.
I am in the process of reconciling PCard transactions but I need more information for one of them. Who do I contact? Contact the Central PCard Administration Team by pcardadministration [at] mcgill.ca (email) or phone at 514-398-1518.
How do I change the PCard default FOAPAL on my PCard? Contact the Central PCard Administration Team by pcardadministration [at] mcgill.ca (email) or phone at 514-398-1518
How do I change the Departmental PCard Reconciler for my PCard? Contact the Central PCard Administration Team by pcardadministration [at] mcgill.ca (email) or phone at 514-398-1518
Are conference registrations allowable expenses on PCard? No.
Can I pay membership fees with a PCard?  It depends. Consult the Decision Grid in the Procurement and Payment methods Knowledge Base article.
Where can I find the deadlines to approve Pcard transactions? Reconciliation of PCard transactions must be done in MOPS by the 20th day of the month for the prior month’s transactions (Pcard Schedule).

Publication Date: March 13, 2002
Revision Date: March 2017

Related Memorandums, Announcements, and Revision Notes

April 26, 2017 - The online certification program housed on the Procurement Services website has been replaced with the PCard Questionnaire published on the Financial Services website. All references to the online certification have been updated.

February 22, 2017 - This Regulation used to be published on the Procurement Services website as the document Procurement Card Policies and Procedures.