Strategic Procurement Services

Strategic Procurement Services

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Queen's University Credit Card Programs

 
Card Type Procurement Credit Card (PCard) Travel Credit Card (TCard) - DEPARTMENTAL Travel Credit Card (TCard) - INDIVIDUAL
Card Use

For the purchase of goods up to a single transaction of $10K CAD inclusive of taxes

Restricted commodities:

  • Environmental Health & Safety purchases
  • Travel & Entertainment
  • CFI
  • Others - for a complete list, see Procurement Procedure

For the coordination of travel within the department - group or infrequent employee travel.  Examples:

  • Rental vehicles - Collision Damage and Waiver (CDW) insurance coverage included
  • Train tickets
  • Airfare
  • Securing a hotel room - note, this is simply to hold a reservation, and cannot be used to pay for accommodation at time of check-in

Departmental TCards are not for individual use including incidental expenses (e.g. gas, meals, etc.).

Credit card is intended for Queen's employees who travel on university business fairly frequently (i.e. more than twice a year).  All travel expenses during a person's business travel can be charged to the card.

Individual cards are to be used only by the person issued the TCard, i.e. cardholder name listed on card.  In no circumstance should an individual card be used to pay for another employee's travel related expenses.

Reconciling Process Cardholder or designate through Scotiabank's Centresuite Cardholder or designate through Scotiabank's Centresuite Traveler or designate through ERS as a travel claim - transactions as they are posted to the credit card, will be available as a claim in ERS (daily feed from Scotiabank to Concur for ease of claim submission)
How to Apply Access application form from acQuire home page under Credit Card Forms Access application form from acQuire home page under Credit Card Forms Access application form from acQuire home page under Credit Card Forms

 

Overview  

Strategic Procurement Services is responsible for administering all Credit Card Programs through Scotiabank for Queen's University.

1. Procurement Credit Card (PCard)

2. Travel Credit Card (TCard) - Departmental Use

3. Travel Credit Card (TCard) - Individual Card

Credit Card Programs offered by the university provide an alternate payment method for the user community.

  • The PCard provides an extremely efficient method of purchasing and paying for goods costing less than $10,000 CAD.
  • The Departmental TCard is an efficient method for departments to coordinate travel for their employees and ensure compliance to the Queen's Travel and Reimbursement Policy.
  • The Individual TCard is a payment method for employees to use for charging travel expenses related to Queen's business which eliminates the need for employees to use a personal credit card for university business. The Individual TCard is intended for employees that travel on university business fairly frequently (i.e. more than once or twice a year).

All cards offered through Queen's Credit Card Program belong to the university.  The Cardholder, whose name is printed on the card, is a steward of this resource.

Cardholders must read and understand the applicable policies related to these cards:

Benefits of the Credit Card Program

Benefits to PCard TCard - Departmental & Individual
Departments

Eliminates the need to issue a Purchase Order for low value transactions.

Provides convenience, security and flexibility.

Allows you to obtain goods faster.

Eliminates the need for employees to use personal funds and obtain reimbursement.

Provides convenience, security and flexibility.

Provides insurance coverage without adding additional costs.

Queen's

Reduces the number of invoices, cheques and purchase orders.

Enables Administration to focus on value-added activities.

Capitalizes on the worldwide acceptance of Visa.

Significantly reduces the number of travel advance the university needs to issue.

Spend visibility for policy compliance.

Capitalizes on the worldwide acceptance of Visa.

As with any financial instrument, you should be aware of Queen's policies and restrictions prior to obtaining and using the card.  The credit cards offered by the university are only to be used for purchases or travel related to Queen's business.  Use of the card for personal purchases is strictly prohibited and subject to disciplinary actions.