Purchasing Card Guidelines

Guidelines

UCalgary's Purchasing Card (PCard) program streamlines the procurement process for acquiring low dollar (under $5,000) purchases of supplies, materials and services. Use of the PCard for these types of purchases eliminates the necessity of generating Purchase Orders and can reduce the associated time and administrative costs. 

Using the PCard

  • Each cardholder is responsible for usage of the PCard to ensure transactions are for University business. For more information about using the PCard, please reference the Corporate Card Program Handbook.
  • Purchases may be made in person, over the phone or on secure websites. Be aware that sending credit card information by email or fax is not secure and the number should only be provided on a secure website, by telephone or in person.
  • Cardholders are responsible to ensure their cards are used with trusted suppliers who ensure the security of the card numbers and that it is not used by an individual other than who is named on the PCard.
  • A detailed receipt/invoice indicating the product or service is required for every transaction.
  • Each cardholder is responsible for the usage of their PCard. If there are any transaction issues, contact the supplier first. If the issue cannot be resolved or if fraud is then identified, contact Scotiabank Visa immediately and follow up with the Purchasing Card Coordinator at finance@ucalgary.ca. Reference the Corporate Card Program Handbook for more information.

Maintaining the PCard

  • Cardholders are responsible for reconciling their transactions on a monthly basis. For more details, contact finance@ucalgary.ca  or 403.210.9300.  
  • For step-by-step instructions to reconcile the PCard, a Quick Reference Guide is available.  
  • PCard limits are defaulted to $10,000 monthly, $5,000 single transactions.  If a limit increase is required, please submit a completed Limit Increase Form, located at Forms & Resources > Forms > UCalgary Credit Cards.
  • Changes such as default chartfield, reconciler, suspensions or cancellations, are made by submitting a completed Maintenance Request Form located at Forms & Resources > Forms > UCalgary Credit Cards.
  • The Corporate Card Program is located at the Physical Plant (PP 65). For more information, email finance@ucalgary.ca .