Strategic Procurement Services

Strategic Procurement Services

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Policies & Legislation

Below is a list of procurement-related policies, legislation and guidance documentation 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 Act and federal trade treaties.

Queen's University Procurement-Related Policies &/or Procedures:

Title Effective Date Documentation Description
Approval and Execution of Contracts and Invoices 3/2/2018 Policy on Approval and Execution of Contracts and Invoices Queen's Policy on Approval and Execution of Contracts and Invoices which replaced the Contract Signing Authority Matrix dated October 2009.  This policy was effective June 1, 2015.
Disposal of Scrap/ Surplus Movable University Asset 1/12/2015 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.

Procurement 5/1/2017

Procurement Policy

Procurement Procedures

Process Process Guideline

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.

Procurement Card (PCard) 5/1/2017

Procurement Credit Card (PCard) Policy

Procurement Card Procedures

This policy applies to all university employees and affiliated entities whose finances are governed by Queen's.  The policy includes all purchases under $10,000 for approved goods and services.
Travel Credit Card (TCard) 1/1/2021

Travel Credit Card (TCard) Policy

Travel Card Procedure

This policy applies to all university employees and affiliated entities whose finances are governed by Queen's who apply and receive a TCard for Queen's business travel.
Federal and Provincial Procurement Legislation & Trade Agreements

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.

Title Effective Date Documentation Description
Broader Public Sector (BPS) Act 4/1/2011

BPS Procurement Directive

BPS Information Document for Queen's

BPS Expenses Directive

BPS Frequently Asked Questions

This document pertains to the Ontario Ministry of Finances requirements for purchasing for the Broader Public Sector which universities fall under.

Included in this section is:

  • A summary of how the BPS Directive affects procurement at Queen's University, along with changes from the BPS Supply Chain Guideline and a summary of exemptions to the Directive;
  • A link to the Expense Directive for the BPS ; and
  • FAQ prepared by the Ontario Ministry of Finances.
Canada-European Union Comprehensive Economic and Trade Agreement (CETA) 9/21/2017 Canada-European Union Comprehensive Economic and Trade Agreement (CETA) The Canada-European Union (EU) Comprehensive Economic and Trade Agreement (CETA) is a progressive trade agreement that upholds and promotes the values that Canada shares with the EU.  This landmark agreement was signed on October 30, 2016 and entered into force on September 21, 2017.
Canadian Free Trade Agreement (CFTA) 7/1/2017 Consolidated text - CFTA 

In December 2014, federal, provincial and territorial governments began negotiations to strengthen and modernize the Agreement on Internal Trade (AIT).  They were guided by direction from premiers and the federal government to secure an ambitious, balanced and equitable agreement that would level the playing field for trade and investment in Canada.

The new Canadian Free Trade Agreement (CFTA) resulted from these negotiations, entering into force on July 1st, 2017.  It commits governments to a comprehensive set of rules that will help achieve a modern and competitive economic union for all Canadians.

Canada-United States- Mexico Agreement (CUSMA) 7/1/2020 CUSMA The new Canada-United States-Mexico Agreement (CUSMA) entered into force on July 1, 2020.  This agreement replaces the North American Free Trade Agreement (NAFTA) which is the largest free trade region in the world.
Trade and Cooperation Agreement Between Ontario and Quebec 10/1/2009 Trade and Cooperation Agreement Between Ontario and Quebec Ontario and Quebec signed a trade agreement that promotes trade and economic cooperation between the two provinces.
Guideline Documentation

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.
Consultant & 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, suppliers 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.

Gifts from Suppliers Queen's Financial Services provides guidance on the offer and acceptance of gifts from Suppliers.

 

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