Strategic Procurement Services

Strategic Procurement Services

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Queen's University Procurement-Related Policies

Below is a list of procurement-related policies mandated by Queen's University so that the institution is in compliance with Federal and Provincial acts and agreements pertaining to Broad Public Sector (BPS) procurement. If you are involved in purchasing for your Department or Unit,  please review these documents.

 Policy 

Title  Description

UPDATED May 1, 2017

Queen's Procurement Policy 

This policy applies to all University employees and includes all purchases, leases and rentals using operating, capital or restricted funds from trusts, contracts and research grants.

This is the new Procurement Policy that incorporates best practice procurement and sustainability requirements and includes the Ontario Ministry of Finance Supply Chain Guidelines requirements and upcoming BPS Directive requirements.

UPDATED May 1, 2017 Queen's Procurement Procedures Details regarding Procurement Procedures and Process Guidelines
UPDATED May 1, 2017 Queen's Procurement Card Policy This policy applies to all University employees and includes all purchases under $10,000 for approved products and services.

UPDATED May 1, 2017

 

Queen's Procurement Card Procedures

Details regarding Procurement Card  Procedures and Process Guidelines

  Queen's Procurement Card Policy FAQ

FAQ relating to the updated Queen's Procurement Card Policy document.  

Additional information regarding the purchase of biohazardous, hazardous and radioactive materials, controlled goods and substances, X-ray equipment and class 3b and 4 laser equipment (March, 2016)

  IT Hardware & Accessories Procurement Card Policy Exemption Memo Exemption to current Procurement Card Policy for the purchase of IT hardware, accessories, peripherals and software from Queen's Preferred IT Suppliers.
  Code of Ethics The Queen's University Code of Ethics applies to all procurement activities across campus and reflects the standards mandated by the Ontario BPS Procurement Directive.
NEW - MAY 2015 Queen's Policy on Approval and Execution of Contracts and Invoices  Queen's Policy on Approval and Execution of Contracts and Invoices (replaces the Contract Signing Authority Matrix from October 2009), effective June 1, 2015.

Memo from VP, F&A and Provost re: new policy

  Procedure for Disposal of Scrap/Surplus Moveable University Assets

The purpose of this procedure is to describe the process for disposal of scrap/surplus moveable assets.

Ensure that the party taking possession of the assets has completed a Disposal of Surplus Equipment Acknowledgement and Release Form and that a summary of the transaction is sent to the Director, Strategic Procurement Services.

The Financial Services Capitalization Policy contains more information on valuing assets.

  Policy on Gifts from Suppliers

Link to the Financial Services Policy on Gifts from Suppliers providing guidance on the offer and acceptance of gifts from Suppliers. 

 

Federal and Provincial Procurement Policies

Below is a list of procurement-related Federal and Provincial acts and agreements pertaining to Broader Public Sector (BPS) procurement.  If you are involved in purchasing for your Department or Unit,  please review these documents.

 Policy 

Title  Description
  Agreement on Internal Trade Federal agreement covering procurement of goods and services across Canada.
  BPS Procurement Directive

This document pertains to the Ontario Ministry of Finances requirements for purchasing for the Broader Public Sector in which Universities fall. This directive will be in effect from April 1st, 2011.

  BPS Information Document for Queen's A summary of how the new BPS Directive will affect procurement at Queen's University, changes from the BPS Supply Chain Guideline and a summary of exemptions to the Directive.
  BPS Frequently Asked Questions FAQ prepared by the Ontario Ministry of Finances.
  BPS Directive Changes A list of the differences between the BPS Supply Chain Guideline and the new BPS Directive.
NEW BPS Expenses Directive This document pertains to the Ontario Ministry of Finances requirements for expense reimbursement for the Broader Public Sector in which Universities fall.  This directive will be in effect from April 1st, 2011.

Consultant and Contractor Expenses

With the introduction of the Broader Public Sector Expenses Directive on April 1, 2011 certain expenses are no longer allowable for Consultants and Contractors doing work for Queen's University. 

In no circumstances can hospitality, incidental or food expenses be considered allowable expenses for consultants and contractors in any contract between Queen's University and a Supplier under the rules of the Broader Public Sector Expenses Directive 2011 (Ontario), sections 4.6 and 5F.  Therefore they cannot claim or be reimbursed for such expenses, including:

  • Meals, snacks and beverages (including alcohol)
  • Gratuities
  • Laundry or dry cleaning
  • Valet services
  • Dependent care
  • Home management
  • Personal telephone calls

See the Broader Public Sector Procurement Directive for information about procurement and contracts.

Reimbursement for allowable expenses can be claimed and reimbursed only when the contract specifically provides for it.

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