5.0 Cardholder Forms and Training

Ministry Card Coordinator's Checklist

Purchasing Card Training

Obtaining Purchasing Card Manuals and Necessary Forms


5.0 Cardholder Forms and Training

The following forms are used to administer the Purchasing Card Program within the ministries:

  • Request for Card/Card Detail Change FIN113 – to be used to request a new purchasing card or to change an existing purchasing card. Requests for new cards must be accompanied by the Government Purchasing Card, Acknowledgment of Terms of Use and Consent form. Completed forms are to be sent to the purchasing card coordinator. When an employee transfers to a new position, either within a ministry or to a new ministry, purchasing cards should be cancelled and a new card issued by the new ministry.
  • Government Purchasing Card, Acknowledgment of Terms of Use and Consent FIN113A – to be completed by the cardholder requesting a new purchasing card. Completed forms are to be sent to the purchasing card coordinator along with the Request for Card/Card Detail Change form. The Acknowledgment describes the responsibilities and obligations regarding the use of the card.
  • Purchasing Card Transaction Register forms are available at the OCG Forms Site for use by cardholders to log purchases and to automatically determine tax rates, STOB & GST amounts, and the 'zero invoice' summary entry. The form also supports reconciliation of the monthly MasterCard statement transactions and is to be signed off by the expense authority prior to forwarding to Accounts Payable for processing.
  • Commercial Card Coordinator/Alternate Change Application FIN182 – to be used to designate a purchasing card coordinator. Please note, this form is also used for the travel card coordinator and business transaction account coordinator. Completed forms are to be sent to the Government Card Coordinator

Card Coordinator’s Checklist

To ensure that cards are issued in accordance with policy and that all the necessary forms are completed and submitted, purchasing card coordinators should follow the steps outlined in the purchasing card coordinator's checklist.

Before requesting the card:

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    Have the employee, the expense authority and I signed the Request for Card/Card Detail Change form?

    __

    Is the Request for Card/Card Detail Change form complete and accurate?

Before presenting the card to the cardholder:

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    Has the cardholder read and signed the Government Purchasing Card, Acknowledgment of Terms of Use and Consent?

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    Have I explained the implications of willful misuse of the card?

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    Does the employee understand the limitations placed on the card (dollar limits, merchant category code restrictions, policies for Internet use, etc.)?

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    Does the employee understand what purchases may be made with the card, the need for sound purchasing practices and ministry practices regarding purchase authorizations?

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    Have I provided the employee with a copy of the Purchasing Card Cardholder Information Guide and the ministry procedures?

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    Does the employee know what to do if the card is lost or stolen and who to call?

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    Does the employee understand that he or she is to inform me if the card is no longer required due to a change in employment status?

After presenting the card to the cardholder:

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    Have I instructed the cardholder to signed the card?

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    Have I discussed appropriate places to keep the card where it is inaccessible to others and won't be confused with personal credit cards?

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    Does the cardholder know which issues must be brought to my attention, such as theft of the card, unauthorized use of the card by a co-worker or supervisor, items on the statement for which the cardholder has no record?

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    Have I discussed that government is subject to PST and GST with the cardholder?

    __

    Have I discussed ministry specific practices that the employee must be aware of, such as payment procedures, contract payments, requirements for obtaining expense authority, follow-up on phone orders, and changing card limits?

Checklist completed by:

Signature: ___________________________________    
Title: ___________________________________ Date: ___________________________________

Purchasing Card Training

Ministries are required by policy (Core Policy and Procedures Manual 4.3.19) to ensure that cardholders receive adequate training regarding purchasing card policies and practices. Shared Services BC has delegated to the senior financial officer the authority to determine which cardholders require purchasing training offered by Shared Services BC. The senior financial officer may delegate responsibility for making this determination to other position(s) in the ministry.

In practice, responsibility for ensuring that cardholders are adequately informed regarding purchasing card policies and procedures falls to purchasing card coordinators. It is recommended that all training should, where possible, be completed before cardholders receive cards. If a cardholder requires Shared Services BC purchasing training, the purchasing card coordinator is to notify Shared Services BC and assist in arranging for the training.

Cardholder training must include the following:

  • The Purchasing Card Cardholder Information Guide – as a minimum requirement, all cardholders must read the guide.
  • Ministry specific policies and procedures (which may be incorporated into this manual or attached to the Cardholder Information Guide).

Obtaining Purchasing Card Manuals and Necessary Forms

The Purchasing Card Cardholder Information Guide and the Purchasing Card Manual are available online.