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Changes to improve efficiency of credit card program

The Queen’s Credit Card Program will be revamped in the coming months as the university transitions to a new service provider.

After a lengthy review of available procurement card programs, Strategic Procurement Services (SPS) decided to join the Ontario University Procurement Management Association (OUMPA) collaborative agreement. The SPS team renegotiated several elements of this agreement in support of the university’s current and future requirements.

“With our current credit card service agreement expiring, there was the opportunity to evaluate and make improvements to the program,” says Donna Janiec, Associate Vice-Principal (Finance). “We are confident the revised program will offer better user experience for both card holders and financial administrators.”

We are committed to offering multiple in-person training sessions so that all card holders and administrators are familiar and comfortable with the new program, policies and processes.
— Donna Janiec, Associate Vice-Principal (Finance)

Scotiabank will become the full service provider for the Queen’s University Credit Card Program. This service includes procurement cards (P-Cards) and Visa Payable Automation (VPA/ghost card), as well as corporate travel cards, which will be transitioned at a future date.

The revamped program will include easy-to-use software that will make reconciliation more efficient and give cardholders and departments more detailed reporting information. Furthermore, card holders should expect more user friendly tax-related processes under the system.

Strategic Procurement Services (SPS), which is responsible for administering the program, is working with Scotiabank and a number of units on campus to develop and implement the program. SPS is also updating its P-Card policies and procedures to bring them in line with the new program and software.

SPS will begin testing the system later this month. Multiple in-person training for all P-Card holders will take place over the summer with full implementation expected in August.

“We recognize that training will be essential for a successful implementation of the new Queen’s University Credit Card Program,” Ms. Janiec says. “We are committed to offering multiple in-person training sessions so that all card holders and administrators are familiar and comfortable with the new program, policies and processes.”

Any questions about the changes can be directed to Shirley Romain, Credit Card Program Manager, via email or at ext. 33104.