HomeMy WebLinkAboutP 116 FIN - Purchase CardsPOLICY P116.FIN
TITLE:
Date Authorized:
Last Revised:
Last Reviewed:
PURCHASE CARDS
April 2007
07 May 2024 (Tier 1 Minor Housekeeping Edits)
07 May 2024
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The Board recognizes its responsibility to ensure that this policy and associated procedures promote
and protect Indigenous rights, human rights, and equity. The Board will strive to address and
eliminate discrimination and structural and systemic barriers for students, staff, and the community.
1.0 RATIONALE
1.1 To provide for the use of purchasing cards as a procurement tool for low-dollar value
board purchases within specific limits and approved procedures.
1.2 To provide for departmental authorization for staff regarding the use of purchase cards.
2.0 DEFINITIONS
Please refer to Appendix A for a full list of definitions used in this policy.
3.0 SPECIFIC DIRECTIVES
3.1 The Associate Director of Business Operations or designate shall establish limitations
on the purchase cards to individual cardholders, such as, setting transaction limits,
limiting merchant types where the card can be used, within the existing limits of the
Signing Authority policy and procedure.
3.2 The Associate Director of Business Operations or designate shall be the ultimate
authority on the approval of the purchase card limits and issuances.
3.3 Immediate supervisors are responsible for identifying employees who will be authorized
to make low-dollar value purchases through the use of purchase cards.
3.4 The authorized cardholder is responsible for adhering to OCDSB Procedures
PR.651.FIN Purchase Cards and PR.529.FIN Expense Procedure.
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3.5 The authorized cardholder is responsible for abiding by and signing the Purchasing
Card Cardholder Agreement form.
3.6 Use of purchase cards is restricted to the purchase of materials,supplies,and services
for the OCDSB and in no circumstances shall be used for personal business.
3.7 Purchase cards shall not be used for cash advances.
3.8 Expenses charged to purchase cards shall be monitored by the immediate supervisor
and Finance Department.
4.0 APPENDICES
Appendix A:Policy Definitions
5.0 REFERENCE DOCUMENTS
OCDSB Policy P.007.FIN Signing Authority and Spending Controls
OCDSB Policy P.039.FIN Expense Policy
OCDSB Procedure PR.502.FIN Spending Authorization and Controls
OCDSB Procedure PR.529.FIN Expense Procedure
OCDSB Procedure PR.651.FIN Purchase Cards
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APPENDIX A:POLICY DEFINITIONS
In this policy,
Board means the Board of Trustees.
District means the Ottawa-Carleton District School Board.
Purchase Card means a credit card issued to authorize employees for the purchase of low
value goods and services.
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