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Procurement Cards

Certain designated full-time employees may take part in the Royal Bank Visa Procurement Card program. Procurement Cards offer a more efficient, cost-effective way of paying for goods and services under $2,000. 

Through this program, employees are given a Visa charge card that is in both their name and the name of the university. This card can then be used to make authorized, work-related purchases. It is used in the same manner as a credit card, and can be used where the supplier accepts credit card transactions.

The card is linked to the general ledger account of the employee's department. Each month, the balance owing is paid through Accounts Payable, which in turn charges the department for all the purchases made with that card. 

Although charges made to these Visa accounts are a liability of the university, and not the individual cardholder, employees are still responsible for ensuring that the items they purchase are allowable under university procurement policies. 

Valid purchases for procurement cards include office or packaging supplies; small tools and small tool rentals; memberships, subscriptions and registration fees; books, periodicals and interlibrary loan fees; lab supplies; safety and first aid supplies; plumbing and electrical supplies; and minor vehicle repairs.

Employees may not use procurement cards for personal use, for cash advances, for salaries or wages, or for the purchase of liquor, hazardous chemicals or radioactive materials, computer hardware or software, vehicles, gifts or supplies for social functions.

The employee is also responsible for obtaining receipts for each purchase made. In addition the standard proof of purchase issued by the supplier (e.g. itemized receipt or invoice), the employee should also obtain a transaction slip and/or packing slip that clearly indicates the purchase was paid for by Visa. These receipts are then sent to Procurement services along with other supporting documentation as part of a Monthly Activity Statement. 

For more information on procurement cards, please see Procurement Card Policies and Procedures. Applications for procurement cards can be made using the Procurement Card Application Form. Cardholders may also want to read through the Web Access Instructions.