5.0 Cardholder Forms and
Training
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Purchasing
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 FIN121 – to be used by cardholders to log purchases. This document is reconciled
to the monthly MasterCard statement and sent to the expense authority for
coding and approval.
Copies of the above forms
are available on the Ministry of Finance Information and Resource (I&R)
portal under Financial
Forms.
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:
__ |
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:
__ |
Has the cardholder
read and signed the Government Purchasing Card, Acknowledgment
of Terms of Use and Consent? |
__ |
Have I explained
the implications of willful misuse of the card? |
__ |
Does the employee
understand the limitations placed on the card (dollar limits, merchant
category code restrictions, policies for Internet use, etc.)? |
__ |
Does the employee
understand what purchases may be made with the card, the need for sound
purchasing practices and ministry practices regarding purchase authorizations? |
__ |
Have I provided
the employee with a copy of the Purchasing Card Cardholder Information
Guide and the ministry procedures? |
__ |
Does the employee
know what to do if the card is lost or stolen and who to call? |
__ |
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:
__ |
Have I instructed
the cardholder to signed the card? |
__ |
Have I discussed
appropriate places to keep the card where it is inaccessible to others
and won't be confused with personal credit cards? |
__ |
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? |
__ |
Have I discussed
GST with the cardholder and noted the "GST Exempt" statement
on the front of the card? |
__ |
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: |
___________________________________ |
|
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| 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. Common Business Services (Ministry of Labour and Citizens'
Services) has delegated to the senior financial officer the authority to determine
which cardholders require purchasing training offered by Procurement and Supply
Services. 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 Common Business Services purchasing training,
the purchasing card coordinator is to notify Common Business Services 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.
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