Strategic Procurement Services

Strategic Procurement Services

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Getting a Procurement Credit Card

Eligibility

Queen's University employees who routinely purchase for the University, can be designated by the head of their faculty or department to receive a Procurement Credit Card (P-Card). The person applying for a P-Card must be a Queen's employee.  Please contact the Credit Card Program Manager (See Contact List) for more information.

Applying

The cardholder is required to read the Procurement Credit Card Policy and adhere to all P-Card policies and procedures. Individuals must complete the application form and sign a Cardholder Agreement Form before a P-Card can be released. All newly issued P-Cards are mailed directly from Scotiabank to the Credit Card Program Manager at Strategic Procurement Services (SPS) for establishment in the P-Card settlement system. Cards can then be collected and require reconciliation training completed by contacting and arranging an appointment with the SPS Credit Card Program Manager who can be found in the contact list above.

The standard application process time is less than three weeks from the submission of applicant data to receipt of the card. The P-Card application form can be downloaded (P-Card Application) and must be filled out in its entirety, including both yours and a supervisors signature (who has authority to sign on the account), before it is sent to SPS.  As per the Procurement Card Policy the maximum single transaction limit is $5000 and the maximum monthly transaction limit is $20000.  

Activating and Registering your Procurement Card

The cardholder will be contacted by SPS Department once their new card has been received.  Cardholders will have 10 business days to pickup their card, registered it and receive the required reconciliation training.  If cards are not picked up within the 10 business their card will closed and returned to issuing financial institution. After receiving a P-Card and signing a receipt form, which states how the card is to be used and reconciled, cardholders will need to activate the card  before they will be able to use it. P-cards need to be activated within 24 hours of receipt. To activate a procurement card follow the instructions that are received in the envelope with the card.

When entering information in self-registration, if any of the entered information is not valid the system returns an error message, you only have three attempts to correct the information. If all three attempts fail, the account with incorrect information will be locked out from self-registration. You will need to contact Scotiabank Bank Customer Service at 1-888-823-9657- to unlock and reset your account.

If you have any questions, please contact the Scotiabank Customer Service at 1-888-823-9657.  

Inactive Cards 

If a card has not been used for an extended period of time (six months or more) SPS retains the right to cancel the card.

Renewal Cards

Cards are valid for a three year period and remain active through the month of expiry listed on the card. For example, a card with the expiry date of  '04/12' will remain active through all of April 2012 and expire on the last day of the month. All renewal cards are automatically sent to the Credit Card Program Manager 2 to 4 weeks prior to the expiration date of the card at which time you will be contacted via email for scheduled distribution dates. Renewal cards which are not collected by the cardholder within 14 days of the distribution event will be securely destroyed. Cardholders would then have to reapply for a new card.

Cancellation and Returning Cards

It is the responsibility of the cardholder to advise Strategic Procurement Services (SPS) no less than 2 weeks prior to leaving the university upon termination of employment, retirement, leaving for sabbatical, or any other applicable circumstances to cancel their card.

Replacement Cards

For more information on what to do if a P-Card has been lost or stolen, please see the 'Lost & Stolen P-Card' section of the Troubleshooting a P-Card page.