Queen's University Credit Card Program

Overview

Strategic Procurement Services is responsible for administering the Procurement Card Program and the Corporate Travel Card. USBank of Canada is the VISA  service provider for the Queen's University Procurement Credit Card (P-Card). American Express is the service provider for the Corporate Travel Card (CTC). For more information on the CTC follow this link.

The Queen's University Procurement Card Program offers an alternative to the existing Queen's payment processes and provides an extremely efficient method of purchasing and paying for goods costing less than $5000. The Queen's P-Card is a departmental card belonging to the university. The cardholder, whose name is printed on the card, is a steward of their department's resources.

The VISA P-Card program is designed to meet your needs and those of the university. The P-Card will enable you to convenientlypurchase commodities directly from any supplier that accepts VISA cards. Please read and make yourself familiar with the P-Card Policy for a clear understanding of the program. Cardholders using their P-card for International purchases (outside of Canada) please refer to Importer Rules.  If you have any questions regarding the program or the appropriate use of the P-Card, please contact the Credit Card Program Assistant (See Contact List)

Benefits to departments:

• Eliminates the need to issue a Purchase Order for low value transactions 
• Eliminates the need to use personal funds and obtain reimbursement
• Provides convenience, security and flexibility
• Allows you to obtain goods faster

Benefits to Queen's:

• Reduces the number of invoices, cheques and purchase orders
• Enables Administration to focus on value-added activities
• Capitalizeson the worldwide acceptance of VISA

As with any financial instrument, you should be aware of Queen's policies and restrictions priorto obtaining and using the card. The Procurement Card is to be used only for purchases related to Queen's business. Use of the card for personal purchases is strictly prohibited and subject to disciplinary actions.

How It Works

The P-Card simplifies both the procurement and disbursement processes. When you make a purchase in person, by phone, or over the Internet, the supplier requests a purchase authorization at the point of sale. The VISA system validates the transaction against pre-set limits established by Queen's. Transactions are instantaneously approved or declined based on the following P-Card authorization criteria:

• The purchase being made is less than single-purchase limit, including shipping costs, exchange rates and taxes, of $5,000
• The account is under its monthly spending limit of $20,000
• Approved commodity type (e.g. alcohol or travel-related purchases will be declined)

VISA pays the supplier and bills these transactions to Queen's. These transactions are loaded into a database which must be reconciled monthly during the specified dates. This database is available through the Access Direct system at US Bank and is easily viewed using your web browser.