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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, 2014

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.

  Queen's Procurement Procedures and Process Guidelines Details regarding Procurement Procedures and Process Guidelines
  Procurement Definitions A list of definitions of terms contained in the Queens' Procurement Policy and Guidelines.

NEW

March, 2012

Queen's Procurement Card Policy

This policy applies to all University employees and includes all purchases under $5,000 for approved products and services.

  Queen's Procurement Card Policy FAQ FAQ relating to the updated Queen's Procurement Card Policy document.
  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.
Queen's Contract Signing Authority Policy The Queen's University Contract Signing Authority Policy (October 2009)

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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