Purchasing Card (PCard) User Guide
Contents
1. Record T Purchase v Unknow iv a ss ype u un o jaiii BLDGIGRND General Customer Code Unknown m do not use Refresh Page E Cancel Bescriptiog total Tax E 44 56 ido notuse u Save Changes ra To do notuse mince AMME SUPPLY ELECTRICAL PARTS AND EQUIPMENT 5065 SASKATOON 192 27 CAD LABORDE CARRIE L Acct XXXX XXXX 285844360 2024 After you are done editing the transactions you need to make sure that you hit Save Changes before moving on orelse the changes will not be updated Take a second look to make sure that all your changes have updated appropriately before moving on to the next transaction Coding It isimportant to use appropriate account codes segment 3 This allows for reporting expendituresin the comect category and determining appropriate taxation Fora complete list of account codes please referto the Financial Code Lookup 16 Step 5 Allocating Transaction Amounts Some purchasesmay need to be assigned to more than one code combination Thisis done by clicking on the Split hyperlink fora particulartransaction which takes the Cardholderto the Transaction Splits screen To allocate the transaction amount to different code combinations e Select the transaction i e click on the top left radio button on the transaction s header bar and then click the Split Transaction action e Selectthe Add Split action e Enterthe2. L dohai is Aie tranesotoieint wtinenTocelsits Changes Link located on the left hand navigation menu NOTE Yo st use Save Changes to moving to another page Transaction Home Sort By Tran D m Ascending x Go Transaction Detail List of Transaction 1 5 shown of 183 a EMIE EL00000034 ELECTRICAL PARTS AND EQUIPMENT 5065 MISSISSAGUA 254 30 CAD WESTAD OWEN Acct neral Ledge 285656222 en 2 Bet ova Validate GL De elon ee o u au oo Proc Date 05 14 2012 Tran Date 05 12 2012 Element Value Description M aaien Unknown x Facility Fund ma sTPAUL S HOSPITAL Unapprove Selected 5 f j Approve Selected sabi unknown _ Tell Coste PLANT MTCE GENERAL Approve All Record Type Purchase v Unknown y 0 00 Account ass MTCE amp REPAIRS ELECTRI L L J Customer Code 917332754 Unknown gt 0 00 do not use General T E Refresh Page Description Total Tax ACT M 23 12 do not use do not use Save Changes PREMIER FARNEL00000034 ELECTRICAL PARTS AND EQUIPMENT 5065 MISSISSAGUA 217 26 CAD BLAIR BRIAN Acct XXXX III 285656228 XXXX XXXX 4954 Step 3 Reviewing Transactions All transactions by the Cardholderthat are to be approved will appearas Transaction Status Reviewed Reviewed Transactions are transactions that have a Reviewed status tell the Cardholder s direct Approverthat the Cardholder has reviewed
3. Please note that the first time that you try to run this report you will likely get a message that pop upsare blocked Please change the settings to allow pop ups from this site Once thisis done click Retry and your report request will be resubmitted and you should see your Expense Report 12 To print the Expense Report select Download from the menu at the top of the screen This will give you the option to Export ReportTo a PDF file format and it willbe easierto print 13 Change the Page Range from the default which is Curent page to All 14 Click View Report 15 Click on the Print Icon to print the Expense Report 16 Attach the detailed receipt s to the Expense Report in the orderthey appearon the report It is the responsibility of the Cardholderto ensure supporting documentation is obtained for the purchases 17 The Cardholder shall forward the expense report and supporting receiptsto the Approverin order to facilitate the Approversonline approval Step 7 Approval and Submission of PCard Expense Report to Program Administrator The PCard transactions must be approved online by the Approver Approval of the PCard transactions indicates approval of the appropriateness of the expenditure and coding of the transaction By providing the receipts to the Approver it allowsthe Approverto match the expendituresto the receipts See Approvers Responsibilities below In no instance isan individual allowed to approve their own PCard Expense
4. Report Once the appropriate approvals have been obtained the Approver will forward the Expense Report with receiptsto PCard Program Administrator at the following address Saskatoon Health Region Financial Services Suite 900 606 Spadina Crescent E Saskatoon SK S7K 3H1 Attention Natalie Johnson Altematively you could scan and email the approved expense reportsto the Program Administrator Expense Reports must be received by the Program Administrator by the 9th business day after the end of the billing cycle An email is sent out to all Cardholderson the 1 business day following the close of the PCard cycle to let Cardholders know that they can reconcile their PCard transactions Please note that you will only receive a message from BMO if you have transactions forthe cycle period or you have not logged into BMO details Online between the close of the cycle and priorto the statement notification email 18 SUPPORTING DOCUMENTATION Every charge and credit transaction made using the PCard must be supported by valid and complete original documentation The Cardholder MUSTobtain the sales receipt and or credit card transaction slip packing slips or any other information related to the purchase and attach these to the PCard Expense Report Not providing supporting documentation for all transactions isa Cardholderviolation Below isan explanation of what isconsidered acceptable supporting documentation and an explanation of what infor
5. The incorrect information was entered from the PCard The address given doesnot match the address linked to the Cardholder s PCard The supplier is not currently a Mastercard Merchant In this case the Cardholder should complete a Supplier Referral Form see Appendix E and forward it to the Program Administrator e The supplierhasbeen purposely excluded from the PCard Program therefore the Merchant Category Code hasbeen blocked ACCESSING PCARD INFORMATION ONLINE The SHR Purchase Card Program uses the Bank of Montreal BMO PCards The BMO Purchase Card Program provides Cardholdersand Approvers with the ability to access PCard transactions using BMO s web based software details Online A link to thisislocated on the SHR Infonet at http infonet sktnhr ca financial_ services PCardLinks htm or it can accessed directly at https www bmodetailsonline c om details Online enables Cardholders and Approversto review reconcile and approve all purchase card transactions online Cardholders are required to access details Online in orderto reconcile transactions Transactions appear 24 72 hours after the purchase is recorded by the merchant Timeline for the PCard Cycle Our BMO MasterCard cycle runs from the 14th of the month to the 13th of the following month for example one cycle would be from J uly 14th to August 13th All transactions forthe cycle can be reconciled and Expense Report are available to print at the end of each PCard cycle
6. actual amount orthe percentage of the transaction that isto be coded differently To add more split lines click on the Add Split action Note Transactionscan be allocated asmany timesasneeded e Change the generalledgercodesby selecting the split line and click the EnterCode action The General Ledger information page willappearto update the codes e When finished splitting the transaction click the Recalculate Split action e Click Save Changes BMO M BMO details Online Diners Club Contact Us Logout Home Statements Transactions Help SPLIT RECORD INSTRUCTION The Split feature allows you to reallocate a single financial record to amo To acc it Sparen Rasut REFERENCE INFORMATION Record Detail Record ID 285745753 Record Date 05 14 2012 Record Type Transactions Supplier ACKLANDS GRAINGER INC General Ledger Name LABORDE CARRIE L City SASKATOON Enter Code SPLIT INFORMATION PAYMENT INFORMATION split of Splits 2 Subtotal 445 60 Add Split Split Total 490 1600 Total Tax 44 56 Delete Split Split Remainder 0 0000 Record Total 490 16 CAD Recalculate E S ms 555 5 DO RUR 50 00 245 0800 1121 711650000 4250000 Cancel Changes O sex 50 00 I245 0800 1141 711650000 4350000 Save Changes m i vii h Privacy Legal Security Powered by BMO Spend amp Payment Solutions Step 6 Approving the PCard Transactions and Printing Expense Report Aftera Cardholderhascompleted
7. and agrees with the information in the transaction Approvers can review and approve transactions from the both the General Ledger and the Approval view page When reviewing a transaction the Approver should Review the Description field fora description of the purchase Review the taxesto ensure they agree to the attached supporting documents Review the coding paying particular attention to the coding related to the purchase will be charged to Check the top right of the transaction forthe splitting transaction icon to see if the transaction has been allocated into more than one general ledgercode Ifthe transaction was not allocated No Split will appear when the cursoris held overthe split transaction icon If there isan allocation this field will state YES and will indicate the number of splits Details of a split transaction can be viewed from the Transaction Detailed View screen If lessthan 100 of the transaction amount iscoded in the split lines the Split field will indicate INC meaning the split is incomplete Review the Comments field in the Transaction Detail View screen for any additional information The Approver should match the receipts from the Cardholder with the transactions online In the event of discrepancies the Approver should look to resolve the transaction with the Cardholder including but not limited to discussing the transaction with the Cardholder 23 Rejected Transactions Where the codi
8. o Cancel Changes Description Total Tax EST x 44 56 do not use Save Changes Iran Tout 100 16 CAD aka Kk eS ee eee AMRE SUPPLY ELECTRICAL PARTS AND EQUIPMENT 5065 SASKATOON 192 27 CAD LABORDE CARRIE L Acct XXXX XXXX XXXX 8921 Tran Status New BG Approval Comments Cn click to validate GLs L Proc Date 05 16 2012 Tran Date 05 15 2012 GST 8 74 Element Value Description 235844360 ROYAL UNIVERSITY m Addendum PST y e74 Facility Fund 1121 een Group ID Unknown m st Centre 711650000 PLANT MTCE GENERAL MTCE amp REPAIRS Record Type Purchase x Unknown gt Account 4350000 BLDGIGRND Customer Code Unknown do not use z Description Total Tax EST 17 48 do not use Tran Total 1192 27 CAD o not use i AMRE SUPPLY ELECTRICAL PARTS AND EQUIPMENT 5065 SASKATOON 1 321 32 CAD LABORDE CARRIE L Acct XXXX XXXX II 285844361 XXXX 8924 Step 3 Reconciling Transactions Timelines for Review Cardholdersand Approvers must review and approve all transactions by the 74 business day after the end of the billing cycle Failure to reconcile the on line records by the 7 business day after the end of the billing cycle and to send the
9. the review and reconciliation of a transaction the Cardholder must approve it Select one or more transactions with a New status Review the information and if you agree with the transaction s click lt Approve Selected gt If you agree with all the transactions on that page Click lt Approve All gt The status of the selected transaction will be changed to Reviewed 17 FWNE 5 If working on multiple pages Click lt Save Changes gt before moving to the next page orelse the approval will not work 6 Once alltransactions have been verified status is Reviewed then print the Expense Report which isa summary of reviewed transactions requiring payment 7 To accessand print your Expense Report begin by clicking on the REPORTS page 8 On the REPORTS page under Folders click on the Custom folderto open it This will take you to REPORTS gt C REATE REPORT screen 9 On the REPORTS gt CREATE REPORTscreen you will see Reports You Can Run where the Expense Reportis listed Click on Expense Report 10 You will now be atthe screen where you need to select the parameters forthe report Please leave the Date Switch as Processing Date Change the From Date to the date which corresponds with the beginning of the cycle Thiswould be the 14th of the previous month Change the To Date to the date which comesponds with the end of the cycle This would be the 13th of the curent month Click Submitand your Expense Report will appear 11
10. 04 04 20C hange 20Request 20Form x sn to the Program Administrator Each request received willbe reviewed to determine viability 4 In addition to transaction limits each card has restrictions placed on the type of goodsand services it can be used to acquire These restrictions are based on Merchant Category Codes MCC A MCC isa numberassigned to a business by MasterCard or VISA when the business first starts accepting one of these cardsasa fom of payment The MCC isused to classify the business by the type of goodsor services it provides 5 PCardsshould be used to purchase goodsand services costing less than your approved transaction limit provided they are not included on the Restricted Purchases list see page 5 and that they are not items that are camied in inventory by Supply Chain Management and Support Services Please refer to their various online catalogs fora list of items held in inventory 6 The PCard should not be used to purchase Capital Equipment Forthe SHR capital equipment means fumiture and equipment that are held for use in the provision of services with a value of 5 000 or more and more than one year useful life 7 PCardscan be used to acquire goodsand services in person over the telephone by faxand via the Intemet provided these goods and services are not on the Restricted Purchases list orcamed in inventory by Supply Chain Management and Support Services 8 Cardholdersare required to obtain and retain detai
11. Expense Report plus proof of purchase receipts to the Program Administration by the 9t business day after the end of the billing cycle may result in cancellation of PCard privileges New Transactionsto Review Cardholders can identify the transactions by the Transaction Status New transactions are those transactions that are waiting to be reconciled by the Cardholder Please refer to the following list which shows the icons that you will find in details Online as well as their meaning 14 New Reviewed Approved Locked Disputed Rejected Split Incomplete No Split Split Enabled ee eC Sak BIBI bs Car Rental Courier Fleet Generic Invoice Lodging Payment Purchasing Services Travel Telephony 15 Cardholders will need to referto their paperreceiptsand any supporting documentation i e purchase log quote sheets email approvals and any other required prior authonzations when reviewing and reconciling transactions Verifying Coding and Descriptions Cardholders must verify the default general ledgercoding taxes charged and the transaction amount and should add a description of the purchase in the Description field Ensure descriptions are accurate and provide enough detail of the transaction This field holdsup to 150 characters and will assist the manager supervisor with their approval function Disputed Transactions Should the transaction involve a dispute with a supplierand hasnot be
12. IR BRIAN Acct XXXX III 235656228 XXXX XXXX 4954 Once the transaction isapproved the Transaction Status will change to Approved Approved transactions are those that the Approver hasreviewed and agreed with the information in the transaction These transactionscan now be integrated into SHR s financial system 24 CARDHOLDER RESPONSIBILITIES 1 Consequences of Inappropriate Use of PCard a b c d Personal Purc hases Personal purchasesortransactions using the PCard are NOTallowed It isagainst SHR policy to use SHR fundsto purchase items for personal use Personal purchasescould jeopardize the SHR s tax status permits and supplier contracts Action The SHR must be reimbursed immediately forthe amount of any personal purchase If you accidentally use the PCard fora personal purchase please issue a personal cheque made out to the Saskatoon Health Region and attach it to yourPCard expense report Sub dividing Purchases Sub divided purchasesare defined as purchasescosting more than a cardholder s transaction limit which are split into multiple transactionsto circumvent the cardholder s transaction limit Action You will receive a waming email from the Program Administrator indicating that the PCard transaction isin violation of the Card Use Guidelines No further action will be taken unless it is a repeat offense If there are repeat offenses the PCard could be suspended Restricted Purchases Se
13. Ledger view 13 INTERNATIONAL BMO M BMO details Online Jere lub Contact Us Logout Home Statements Transactions i Reports Ba g Help I l A TRANSACTIONS gt GENERAL LEDGER MODULE m Ge INSTRUCTION The General Ledger View provides the ability to view and or modify multiple transactions at a time To retain any changes made remember click the Save Changes Link located on the left hand navigation menu NOTE You must use Save Changes prior to moving to another page Transaction Home Sort By Tran D i Ascending 32 Transaction Detail List of Transaction 1 5 shown of 52 General Ledger a ACKLANDS GRAINGER INC INDUSTRIAL SUPPLIES NOT EL SEWHERE CLASSIFIED 5085 SASKATOON 490 16 CAD LABORDE General Ledger 285745753 CARRIE L Acct XXXX XXXX XXXX 8921 Split Record s lrran Status New D approvat Comments Ro 7 Dp Bciick to validate GLs Validate GL Proc Date los s 2012 Tran Date osi1412012 GST x 22 28 Element Value Description ROYAL UNIVERSITY Addendum PST m 22 28 Facility Fund 1121 Unapprove Selected x i HOSPIT Approve Selected Group ID Unknown M Cost Centret 711650000 PLANT MTCE GENERAL Approve All i i gt MTCE amp REPAIRS Record Type Purchase Unknown iy Account 4350000 BLDGIGRND Customer Code Unknown iy cic efresh Page EM
14. Not Received My account has been charged forthe above listed transaction but Ihave not received this merchandise Credit Not Received Ihave received a Credit transaction slip forthe above listed charge but it hasnot yet appeared on my account A copy of the credit transaction slip isenclosed The date on the slip is between 30 and 90 days old Alteration of Amount LT The amount of this charge hasbeen altered since the time of purchase Enclosed isa copy of my sales receipt showing the amount that authorized Other Please explain 33 i Saskatoon Health d Month Date of Order uppie PCard Purchasing Log Cardholder Name Description of Purc hase Appendix G a ee Amount Receipt Code Combination of Order Obtained 34
15. chases made with a SHR Purchasing Card My signature indicates that have read and understand these responsibilitiesand acknowledge them Approver Name Please Print Approver Signature Date 29 Sa i Appendix C Health Purchasing Card Fax Order Form ORDER DATE SUPPLIER ADDRESS CONTACT FAX A Please ship the following items as indicated and process payment using MASTERCARD PCard using the Prefered Pricing thatis in place with the Saskatoon Health Region Item Quantity Description Unit Price Total Total DELIVERY INFORMATION NOTE 1 A priced packing slip or detailed sales receipt MUSTbe enclosed 2 Include the individual s name department name phone number and address Contact Name Facility and Dept Building amp Room Street Address Phone Shipping Instructions PAYMENT INFORMATION MASTERCARD PURCHASING CARD MASTERCARD EXPIRY DATE NAME TEL 306 Please Print SIGNATURE FOR SHR INTERNAL PURPOSES ONLY CODING 30 Sa toon Appendix D Health 17 Shipping to Canada Instructions under development 31 iki S Saskatoon Appendix E Health Purchasing Card Supplier Referral Form This form isto be used to notify the PCard Program Administrator of suppliers that are not currently accepting MASTERCARD asa meansof paying forgoodsand services Please advise t
16. e list of inappropriate items under Restricted Purchases on Page 5 These types of purchases are not allowed on the PCard Action You will receive a waming email from the Card Administrator indicating that the PCard transaction isin violation of the Card Use Guidelines No further action will be taken unless it is a repeat offense At that time the PCard could be suspended Failure to submit monthly expense report or provide required doc umentation Failure to reconcile and forward the monthly Cardholder expense report to the Program Administrator with all supporting documentation attached on or before the 9th business day afterthe end of the billing cycle Action The Program Administrator will send a third and final reminder email to those Cardholders who have not submitted their PCard expense reportson time A log is kept of the delinquent Cardholders by the Program Administrator Anyone who doesnot submit their expense reports for 3 consecutive months will have their PCard privileges suspended 2 Cardholder Status Change If there isa need to change any of the information pertaining to the PCard suchas Name change e g after maniage Default Code Combination change any or all portions of the Facility Fund Cost Centre or Account Code combination Addresschange Limit change transaction or monthly The Cardholders will complete the online PCard Change Request Fom which is located at the 25 following link http inf
17. ed overa numberof days Both of the above purchase examples should be requested ona purchase requisition through Purchasing and Contracts Forclarification on sub dividing purchases orto request a competitive bid process please contact Purchasing and Contracts Contact information is available on their website at http infonet sktnhr ca materials management Services Purc hasing Standardization htm Inappropriate Purchases Inappropriate purchasesare restricted goodsor servicesthat should not be purchased witha PCard In addition to personal expenses the PCard is not to be used to purchase any goodsor services from the list below even if they are for SHR business purposes There are compliance standardization issues or Canada Revenue Agency reporting requirements related to many of these items e Non SHR use items e Alcoholic beverages e Donations e Servicesincluding but not limited to construction renovations or architectural services consulting services independent contractor servicesoremployment services legal feesand maintenance contracts e Purchases of items held in inventory by Supply Chain Management and Support Services e ltemsthat are centrally purchased by Information Technology Services for computers and related equipment including but not limited to desktops laptops notebooks monitors printers toner ink accessories networking equipment cables disk media drives RAM software Exception ITcardholders respo
18. edgement of Responsibilities It isthe responsibility of the Cardholder to ensure they understand their responsibilities and have been propery trained in the appropriate use of the PCard Step 5 Activation of the PCard will be required by following the authorization process provided by BMO Step 6 Cardholdersand Approvers will be given access to details Online which isthe online reconciliation system provided by BMO Usemamesand temporary passwords will be issued to Cardholders and Approvers ORDERING The following section provides various options available for purchasing goods with the PCard Purchasescan be made via 1 Telephone 2 Fax 3 In Person 4 Intemet 1 Placing an order by TELEPHONE a Inform the supplierthatthe purchase iswith a SHR PCard to receive the benefit of any applicable negotiated SHR pricing b Provide yourname asit appearson the PCard the PCard numberand expiry date c Give accurate delivery information including e Contact name Department Building and room number Street address Phone number d Request that A priced packing slip ora detailed sales receipt be enclosed with the goods e Cardholders may want to keep track of the order by recording it in a PCard Purchase Log Appendix G The PCard Purchase Log isa useful tool when reconciling the PCard Expense report to the receipts should a transaction appear for which there isno receipt These transactions may relate to items that ha
19. em contact the Program Administrator To request purchase documentation for the transaction if ithasnot been provided To request a credit transaction slip to verify thata credit hasbeen issued fora retumed item s ITHelp Desk 655 8200 or To advise of changesto network accounts and Rural 1 866 431 1780 share permissions Mon Fri 07 00 17 00 To request assistance with print technology devicesand computer problems Customs Percy H Davis All courier shipments requiring customsclearance Broker 244 7470 Ordering goods from outside Canada 21 m Saskatoon He alth Appendix A Cardholder Acknowledgement of Responsibilities 1 The Purchasing Card is intended to facilitate the purchase and payment of goodsand services required forthe conduct of SHR business 2 agree to use this Purchasing Card according to applicable SHR policies and procedures e g SHR Purchasing Card PCard User Guide and SHR Purchasing Card Policy 3 understand am responsible for ensuring that goods and services have been received that purchases are lawful and proper and that the related charges are allocated to the correct code combination 4 Unauthorized use of the Purchasing Card isa misappropriation of SHR funds This could result in a immediate and irrevocable forfeiture of the Purchasing Card b repayment of unauthonzed purchases c disciplinary action up to and including termination of employment 5 understand that am r
20. en resolved the Cardholder should change the Transaction Status to Disputed and provide adequate commentary forthe Approverto review Step 4 Editing Transactions Cardholderscan change any transaction information i e the default general ledgercodes tax status etc from either the General Ledgerorthe Approval view screen or Transaction Detail view screen BMO M BMO details Online Diners Club Contact Us Logout Home Statements Transactions i Reports Help Search by lim TRANSACTIONS gt GENERAL LEDGER MODULE INSTRUCTION The es the ability to view a t 5 at a a Changes Link located on the left han avigation menu NOTE Yo ust use Save Changes t oving to another page Transactions T e Transaction Home Sort By Tran D se Ascending x Go Transaction Detail List of Transaction 1 5 shown of 52 4 3 ACKLANDS G SER INC INDUSTRIAL SUPPLIES NOT EL SEWHERE CLASSIFIED 5085 SASKATOON 490 16 CAD LABORDE neral Ledger 285745753 CARRIE L Acct XXXX XXXX XXXX 8921 Split Record D I D Fever tovaisate sts validate GL Tran Status New i Approval comers I Proc Date 05 15 2012 Tran Date snaz est V 2228 Element Value Description ROYAL UNIVERSITY Unapprove Selected s ze un HOSPITA Approve Selected Group ID unknown Cost Centre 711650000 PLANT MTCE GENERAL pprove All 7 MTCE amp REPAIRS
21. equired to obtain appropriate documentation on each purchase which shall include the suppliers name a description of the goods and or services provided tax breakdown and the total transaction amount will ensure all transactions appearing in the BMO details Online are promptly reconciled and will resolve any discrepancies by either contacting BMO MasterCard orthe supplier 6 understand that the Purchasing Card must be surrendered upon termination of employment whether for retirement voluntary separation resignation lay off or dismissal also understand am responsible to advise the Pcard Administrator of any status or employment changes including but not limited to name change default code combination change address change and limit change transaction or monthly I may also be requested to surender the Purchasing Card for reasons not relating to my own personal situation such as reorganization or work stoppage 7 Iwil maintain proper secunty of the Purchasing Card If the Purchasing Card is stolen or lost agree to immediately notify BMO MasterCard and the Program Administrator 8 The Purchasing Card is issued in my name am responsible forall purchases and credits made with my card and will not allow any other person to use it 9 take responsibility for my user account on the BMO details Online system and will not share my User ID and Password with anyone This document outlines the responsibilities have as a hold
22. er of the SHR Purchasing Card My signature indicates that have read and understand these responsibilities and agree to adhere to the guidelines established forthe program Cardholder Name MC Number Please Print Cardholder Signature Date 28 Sa Satoan Appendix B Health Approver Acknowledgement of Responsibilities 1 understand the Purchasing Card is intended to facilitate the purchase and payment of goods and services required forthe conduct of Saskatoon Health Region SHR business 2 I understand I am responsible for ensuring that goodsand services have been received that purchasesare lawful and proper and that the related chargesare allocated to the correct code combination 3 I understand am responsible for processes to ensure cardholders purchasing transactions comply with applicable SHR policiesand procedures e g SHR Purchasing Card PCard User Guide and SHR Purchasing Card Policy 4 understand I can only approve within my signing authority delegation limits as provided under Policy 7311 40 002 Signing Authority Financial Commitments 5 I understand my approval of transactions must be done on the BMO details OnLine system according to timelines set forthe Purchasing Card Program 6 take responsibility for my useraccount on the BMO details OnLine system and will not share my User ID and Password with anyone This document outlines the responsibilities I have as an approver of pur
23. he Program Administrator as soon as possible so that BMO can recruit them as MASTERCARD Merchants for your use in the future Date Supplier Name Address City Province Phone Ext Fax Sent By Department Phone Ext Fax Email PLEASE FAX OR EMAIL REFERRALS TO Purchasing Card Program Administrator Fax 306 655 0792 Email Finance PCard Admin saskatoonhealthregion ca OFACE USE ONLY FAX SENTTO BMO DATE 32 ia Saskatoon h Appendix F Healt Region I Cardholder Dispute Form Fax To Natalie Johnson PCard Administrator Fax No 306 655 0792 CARDHOLDER NAME PC ARD NUMBER Transaction Date Vendor Name Amount Expense Report Date Please read carefully each of the following situations and check the ONE most appropriate to your particular dispute If you have any questions please contact Natalie Johnson at 306 655 0850 Iam disputing this charge because aftercontacting the Supplier the following was not resolved Unauthorized Mail or Phone Order LI Neither I norany otherauthorized user on this account has authonzed this charge to my account have not ordered merchandise by phone or mail or received any goods or services Imprinting of Multiple Slips LI Me transaction above represents multiple billing to my account authorized only one charge from this Sup plier for this amount Merchandise
24. he usercan go to this function in the logon screen to gain access to details Online Altematively you could contact the Program Administrator to reset your password 26 CARDHOLDER KEY CONTACTS Department Program Natalie J ohnson For disouted chargeson the monthly expense Administator 655 0850 report which the supplier cannot rectify Refer to Finance PC ard Cardholder Dispute Form see Appendix F Admin sa skatoonhe To inquire asto why the PCard wasrejected althregion ca To obtain a card balance To receive a refresher workshop on the PCard reconciliation process To obtain copies of supporting documentation sub mitted with prior months expense reports To identify suppliers who do not accept MasterCard Complete a Supplier Referral Form see Appendix F and send to Purchasing Services General information regarding the PCard Program To reporta lost orstolen card Also contact BMO regarding this matter Problems or concems with the PCard provider Applying and processing PCard applications for employees To notify of a change on the PCard name limit default cost centre To cancel the PCard BMO Customer Services Group For Emergency Card Replacement Lost or Stolen 1 800 263 2263 Card Reports To request a copy of missing supporting Lost stolen cards documentation fora transaction 1 800 361 3361 North 7 24 365 America Supplier To dispute a charge on the billing summary If the suppliercan not address the conc
25. hether the transaction has supporting documentation Requests for C opies of Invoices prior months statements Send requests to the Program Administrator by email at Finance PCard Admin saskatoonhealthregion ca orcallthe Program Administrator at 306 655 0850 To assist in locating the invoice please supply the following information which is available through Enterprise on the Expense Distribution Report e Transaction number e Processing date Retums and Credits Cardholders will need to request a credit to their PC ard when they retum unwanted or unused goods orwhere incomplete ordersare received A copy of the detailed credit transaction receipt must be retained Cardholders should keep track of the credit on a purchase log and ensure it iscoded to the same code combination asthe original purchase when reconciling and reviewing it on details Online Cardholders are responsible for following up on any credits not appearing on their purchase card No Cardholder may acceptcash ora cheque from a supplier when making a retum The refund must be credited back onto the same card account Disputed Items It isthe responsibility of the Cardholder to initially resolve any disputes with a supplier relating to unsatisfactory goods late delivery incorrect deliveries incomect charges from quoted prices and all other issues directly caused by the supplier If resolution cannot be reached the Cardholder should fill out the Cardholder Disp
26. iers Documents Help Search by Lo w TRANSACTIONS gt GENERAL LEDGER MODULE INSTRUCTION The General Ledos es the at t ewa f tiple transactions at a time To retain a changes made reme ges Link e the left ha gat enu NOTE st use Sa anges t gtoa age Transactions P T Talla Transaction Home Sort By Tran D m Ascenaing Te Transaction Detail List of Transaction 1 5 shown of 183 a PREMIER FARNEL00000034 ELECTRICAL PARTS AND EQUIPMENT 5065 MISSISSAGUA 254 30 CAD WESTAD OWEN Acct edger M 225656222 XXXX XXXX XXXX 1507 venting few C A Ic E Bei idate G Validate GL Tran tatus New T pprova eer La J oo oo ick to validate Ls Proc Date 05 14 2012 Tran Date los 2 2012 Unknown 23 12 Element Value Description 4 Addendum Unknown y 0 00 Facility Fund 1141 ST PAUL S HOSPITAL Unapprove Selected f p r know m o 71165 Approve Selected Group ID L Unknown a Cost Centre U 650000 PLANT MTCE GENERAL Record Type Purchase v Unknown 0 00 Account 4354500 MTCE amp REPAIRS ELECTRI a eree Customer Code 917332754 Unknown 0 00 do not use Refresh Page Description p Total Tax ACT x j 23 12 do not use f Cancel Changes Tran Total 252 20 CAD do not use Save Changes PREMIER FARNEL00000034 ELECTRICAL PARTS AND EQUIPMENT 5065 MISSISSAGUA 217 26 CAD BLA
27. inks Account XXXX XXXX XXXX 2963 Statements y Credit Limit Current Balance Credit Available Transactions 10000 00 0 00 10000 00 View details Select the Transactions tab from the menu barat the top of the screen to navigate to the TRANSACTION home screen 12 BMO M BMO details Online Diners Club Contact Us Logout Home Statements Transactions Reports Help TRANSACTIONS INSTRUCTION To locate transactions specify the search criteria below and click the Locate Transaction link on the left hand navigation menu Transactions Locate Transaction Hierarchy Information Hierarchy Name LABORDE CARRIE L Search Tensecions y View General Ledger x Date on TT La MM DD YYYY MMIDDIYYYY Type Amount From wo Status Addendum Type DM Privacy Legal Security Powered by BMO Spend amp Payment Solutions 1 From the Search drop down amow field select Transactions Adjustments or All Record Types 2 From the View drop down field select General Ledger 3 Enterthe date range dollaramount and any othersearch criteria Note From search date isalwaysneeded butthe To date which isthe end ofthe search period can be left blank 4 Click lt Locate Transactions gt to navigate to the TRANSACTIONS gt GENERAL LEDGER MODULE screen A transaction summary for each transaction that meets the search critena will appear as illustrated below Thisisthe General
28. lease read this manual carefully fora clear understanding of the Program priorto signing the Cardholder Agreement The Cardholder Agreement must be signed priorto being issued a Purchasing Card The Program has been established in accordance with the SHR Purchasing Card Policy imbed a link to policy here You should be aware of this policy and restrictions prorto obtaining and using the PCard Background Supplier payments account fora relatively small proportion of the total dollar value of payments made by the SHR but represent a large number of the total transactions The majority of these supplier payments are forlow dollarvalue purchases PCards have been introduced into the SHR to create efficiencies when processing these low dollar value transactions The benefits of using a PCard are significant for both the Cardholder and the SHR 1 Eliminates the need to use personal fundsand obtain reimbursements 2 Allows forfaster receipt of goods 3 Improvesour relationships with suppliers asa result of timely payment 4 Reducesthe number of requisitionsand associated purchases orders invoices and cheques thereby enabling the SHRto focuson value added activities 5 Reduces our reliance on petty cash Whatis a PCard The PCard isa corporate credit card issued in the employee sname whereby 1 The Cardholder uses the MasterCard to purchase goodsand servicesthat are for SHR business purposes 2 Use of the card for personal purchase
29. led receiptsand other appropriate documentation forall purchases The Cardholder is responsible for completing a reconciliation of their purchasesto an online expense report and submitting these receipts 9 Itisrecommended that purchasing transactionsbe reviewed weekly by Cardholders Cardholders and Approversare required to review reconcile and approve all transactions by the 7th business day following the end of the cycle 10 To manage the PCard properly the Cardholder should use the following practices e When not being used the PCard should be kept in a secure location e Do not lend share the card minimizes risk of misuse or lost stolen cards e The Cardholder should inform the Program Administrator of any changes in their business address telephone number default cost centre name or change in care group RESTRICTED PURCHASES The PCard must notbe used forthe following 1 Personal Use The PCard isnot to be used for personal use Use of the PCard is restricted to SHR business purposes only Sub Dividing Purchases Purchasescosting more than yourtransaction limit cannot be divided between multiple transactions to circumvent the transaction limit Example 1 If yourtransaction limit is 5 000 attempting to purchase goodsorservices worth 6 000 by putting 3 000 on the PCard today and the remaining 3 000 on the PCard tomonow Example 2 The requirement is for several pieces of the same equipment and they are purchas
30. lip to ensure the proper price ischarged 4 Purchasing goods on the INTERNET a b The supplier s website must disclose its protection of privacy policy The ordering site must be encrypted or protected by a trusted SSL Secure Sockets Layer certificate i e the address window must start with https to ensure security of the PCard number and order information If the website is not a trusted site a security alert asshown below will appear Purchases from these websites are not recommended Security Alert Information you exchange with this site cannot be viewed or changed by others However there is a problem with the site s security certificate The security certificate was issued by 4 company you have not chosen to trust View the certificate to determine whether you want to trust the certifying authority The security certificate date is valid The security certificate has a valid name matching the name of the page you are trying to view Do you want to proceed 1 View Certificate d Lookfora lock orkey ESA on your screen Thisindicatesthe current security mode When a key appears unbroken data sent between the Cardholder s browser and the web site is secure if the key appears broken the data is being sent unencrypted A lock appears in the lower right hand status bar during a secure session No lock is visible during normal unencrypted sessions e When possible print copiesof completed online o
31. mation must be included on each piece of documentation Acceptable Supporting Documentation Acceptable supporting documentation original doc uments wherever possible isdefined as Receiptand credit card transaction slip from the supplier with tax breakdown A priced packing slip which shows the cost of the items including taxes Orderfoms ora copy of the fom used to pay memberships magazine subscriptions registrations feesand similar items Detailed invoice showing Credit Card Payment e Copiesof credit card transaction records sent directly from the Bank if not provided by the supplier Courer statements Invoice faxed from company company fax number appearson top of page Information that must be on the Supporting Documentation The documentation for every transaction on the PCard expense report must include the following information If this information is not included in the supporting documentation then it must be written directly on the expense report by the Cardholder Supplier identification Merchant name Date purchase was made Description and quantity of each item purchased Per item cost if available Taxes paid if available Cardholder identification Name and number Missing Documentation Any missing documentation is the responsibility of the Cardholderto obtain and this should be done priorto the report submission deadline To obtain missing documentation a Contact the supplierto
32. ng is incorrect the transaction has not been propeny split or if additional description or comments are required forthe transaction the Approver may reject the transaction and request that the Cardholder make the necessary changesto the record These transactionstell the Cardholder that there isa problem with the transaction that needs to be resolved before the transaction can be approved An Approvercan reject a transaction and notify the Cardholder of the reason Once the issue has been resolved the Approverneedsto go in and approve the transaction Disputed Transactions Transactions with a Disputed statustell the Approverthat there isa problem with the transaction that needsto be resolved before the transaction can be approved The Approver can provide direction to the Cardholder in the Comments field in the Transaction Detail View screen Step 4 Approving transactions When the Approveris satisfied that the transaction isappropriate for payment it can be approved in the General LedgerorApproval view screen Click lt Approve Selected gt to approve individual selected transactions orcan select the Approve All action to approve all the transactions listed on the screen Approvalsare done ona page to page bass you can only approve all one page ata time orelse the approvals won t update BMO M BMO details Online Diners Club Contact Us Logout 1 Home Statements Transactions Reports Hierarchy Administration Suppl
33. nse 18 SUPPORTING DOCUMENTATIO N i si niassnsssissist sasiso s a is si s n sns s svssas s ss kss sis as k sasadia saaa 19 APPROVER RESPONSIBILITIES u a nennen internal 20 CARDHOLDER RESPONSIBILITIES sauna i i ks 24 CARDHOLDER KEY CONTACTS wisescsesscesceesssescssesseesessasececesaseseceshsessactevecsuccosecedecssnterecoonsenerssac eateiee 26 Cardholder Acknowledgement of Responsibility 006 Appendix A Approver Acknowledgement of Responsibility ss0000 Appendix B PCard Fax Order Form isissesscaccsaisecnrcsecstecceinensssasesnerieaseanscencesaes Appendix C Shipping to Canada Instructions ssccsssccssssscssssccsssccssseces Appendix D Supplier Referral FOrwn cssssssssssssssssssssssssssssssessesssssessess Appendix E Cardholder Dispute FOrim sccsssccssssscssssccssscssssccssesssssenes Appendix F PCard Purchase Log sssssissssssssesssssrs ssssssssssesosssssosssscsssssossossosisss Appendix G PURPOSE OF PURCHASING CARD The Purchasing Card also abbreviated asPCard offersan altemative to our existing procurement processes and providesan efficient method of purchasing and paying forgoodsand servicescosting less than 5 000 The Purchasing Card Program will allow you to purchase goodsand services for Saskatoon Health Region SHR business purposes directly from any supplier that accepts MasterCard This Program has been designed to meet your needs and those of the SHR P
34. nsible for purchasing items listed above e Telecommunication services such ascell phones pager services other wireless devices intemet access cable service wirelessaccess Exception Those sites staff not included in SHR 3 centralized billing e Leases forvehicles equipment building space etc e Professional fees please referto the Payroll Manual regarding professional fees payment or reimbursement of professional fees e Email purchases email isnot a secure method of transmitting PCard information e Intemal service providers e g Starbucks Food amp Nutrition Services Parking e Gasoline and other petroleum products with the exception of Cardholders who are responsible forthe operation of SHR owned rented or leased vehicles or who are responsible for facility maintenance e Food and beverage expenses for example restaurants fast food outlets alcoholic beverage store food and beverage dispensers with the exception of catering e Traveland entertainment expenditures such asairlines rail bus lodging restaurants and entertainment tickets with the exception of lodging and rental cars for SHR employees when traveling in North America on SHR business e Conference optional events such asgolf toumamentsand site tours APPLYING FOR A PCARD The following isa summary of the stepsinvolved in requesting a PCard Step 1 An employee who wishes to receive a PCard must complete the PCard Application Form online and
35. o net sktnhr ca financial services PC ardFoms htm Change of Employment Status In the event of Termination retirement do not need card leave of absence etc Approversare required to notify the Card Administrator Approvers are responsible for collecting the PCard and retuming it to the Card Administrator The Approver will complete the online PCard Change Request Fom located at the following link http infonet sktnhr ca financial_services PC ardForms htm Lost or Stolen PCards If the PCard is lost or stolen please follow these steps a Immediately notify BMO 1 800 361 3361 to cancel the PCard To cancel the PCard the Cardholder will need to give their name and PCard number obtain from Card Administrator if necessary b A replacement PCard willbe amanged and sent directly to the Card Administrator The Cardholder will be notified when the PCard is available Normally cards take 4 5 business days to be issued but thiscan be reduced if there isan urgent situation The Cardholder will not be required to attend another training session Forgotten Passwords details Online also hasa feature if users forget their password Users must first access the Forgotten Password set up in the Admin Module and submit their User ID email address security question and answer and then type in the security number at the bottom of the screen Once this information is registered with details Online the next time the user forgets his her password t
36. provide a copy of the original document b Ifthe supplieris unable to provide documentation contact BMO directly 1 800 263 2263 to provide a copy of the transaction Thisrequest can take up to 45 daysto process d Any other questions please email Finance PCard Admin saskatoonhealthregion ca e The Cardholderis required to send in the Expense Report in a timely manner with the remainder of the supporting documentation The Cardholder should include an explanation asto why a receipt is missing and that the Cardholderis following up to obtain a receipt The receipt should be forwarded to the Program Administrator as soon asit is received Please indicate the Cardholder Expense Report and billing period the receipt should be filed with 19 Maintaining a Purchase Log The Purchase Log is very useful for reconciliation of the Cardholderexpense report The Cardholderis advised to keep a Purchase Log Appendix G in the following situations e fortracking deliveries including partial shipments e retum of goods e discrepanciesin the quoted and charged amount e if supporting documentation is not available at the time payment is made The following information should be recorded Transaction date Name of the supplier Description of the purchase If required record the code combination s you want the purchase s reallocated to The total dollaramount of the purchase Whether the purchase appeared on the Cardholder Expense Report W
37. rarchy Information Change Hierarchy Hierarchy Name MGR FACILITY MAINT Search Transactions M View Date Fon m o E MMDD MMDD Type Amount From To Status Iw Addendum Type x ID v 7 Privacy Legal Security Powered by BMO Spend amp Payment Solutions Approvers should 1 On the Search line select Transactions 2 On the View line select General Ledger or Approval 3 Indicate the appropriate period that the transaction search isneeded forand 4 Select Processing asthe Date type Please note that a From search date is always needed but the To date which isthe end of the search period can be left blank There are additional search criteria listed at the bottom of the TRANSACTION Module page including the ability to select a transaction type i e Approved Disputed New Rejected Reviewed and Waiting for Approval If the Status is left blank details Online will search for all transactions regardless of their status After allthe search criteria have been selected click docate Transaction gt A transaction summary for each transaction that meets the search criteria will appearas illustrated below Thisisthe General Ledger view 22 BMO M BMO details Online Diners Club Contact Us Logout Home Statements Transactions Reports Hierarchy Administration Suppliers Documents Help Search by w TRANSACTIONS gt GENERAL LEDGER MODULE INSTRUCTION The General
38. rders or obtain electronic confirmation to use as supporting documentation forthe PCard reconciliation This confimation needsto be detailed and match the total charged to the card Cardholders may have to ask the supplier to send an email confirming the order Cardholders may want to keep track of the orderby recording it ina PCard Purchase Log AppendixG f Verify the record back to the orderonce it is received and follow up on any ordersthat have not arrived within the expected timeframe Special Supplier Circumstances 1 Merchant Category Codes MCC Embedded on each card will be any restrictions that have been established by the SHR such as monetary limits and certain Merchant Category Codes MCC Some of the MCC are blocked from usage in the program If the Cardholder presents the PCard to any of these suppliers with blocked MCCs the transaction will be declined Examples of blocked suppliers are e Airlines e Financial institutions such asbanksand trust companies e Govemment payments such asfines tax payments court costs Note If Cardholders require a merchant code to be unblocked for example to ship goods via Air Canada Cargo please send an email to Finance PCardAdmin saskatoonhealthregion ca requesting the code be unblocked fora specific time frame 2 Supplier Rejects Card If the supplier rejects the PCard it will be forone of the following reasons 10 The PCard hasreached itstransaction or monthly limit
39. rover role Step 2 Searching Transactions Once the Approver is logged on a home page similar to the one shown below appears BMO M BMO details Online Diners Club Contact Us Logout Statements Transactions Reports Hierarchy Administration Welcome SHR Approver Help Your last visit was on Alerts amp Notifications at Data Last Loaded on May 31 2012 My Profile gt Account Summary Last Statement Account Name Card Credit Limit Current Credit x Quick Links Status Balance Available Sintamania 1465 MCCONNELL GARY 10000 00 0 00 10000 00 1473 MORGAN DENNIS 10000 00 48 00 9952 00 Transactions 1499 MUENCH DEAN O 10000 00 0 00 10000 00 Hierarchy 1507 WESTAD OWEN 20000 00 490 70 14509 00 1515 PAPUZYNSK g 10000 00 0 00 10000 00 WALTER 200 1 2 3 4 5 6 7 Next Approvers must access the TRANSACTION module by clicking on it Approvers must then select various criteria to narrow the search for transactions they are looking for See the page view of the TRANSACTION module listed below 21 BMO M BMO details Online Diners Club Contact Us Logout Home Statements Transactions Reports Hierarchy Administration Suppliers Documents Help TRANSACTIONS INSTRUCTION To locate transactions specify the search criteria below and click the Locate Transaction link on the left hand navigation menu Transactions Locate Transaction Hie
40. s is strictly prohibited and subject to disciplinary actions 3 The Cardholder is responsible for obtaining and maintaining properreceipts and completing a monthly reconciliation 4 The SHR is liable forall charges made by the Cardholder and is billed centrally for these charges CARD USE GUIDELINES 1 Each Cardholderisissued a PCard that hasa unique number The card issigned by the Cardholder and is only to be used by that employee 2 The PCard isa corporate credit card that mustonly be used to make authorized SHR purchases in accordance with the SHR s established policiesand procedures 3 The PCard haslimits in place to manage the risk to the SHR The dollar limits are in Canadian dollars The following items have limits or restrictions on them e Transaction Limit single purchase limit including taxes shipping and handling e Monthly Spending Limit total of transactions during monthly cycle 3 When applying fora PCard employees can select one of the following combinations Combination Transaction Limit Monthly Spending Limit b 1 000 4 000 c 2 500 10 000 d 5 000 20 000 Both the Applicant and the Approver need to consider the role of the Applicant when selecting the appropriate limits In exceptional circumstances there may be a need forhigher limits Cardholders may apply for higher limits by submitting an authorized Change Request Form http infonet sktnhr ca fina ncialservices Documents 2011
41. saskatoon Health mee d Purchasing Card PCard User Guide December 2012 PURCHASING TABLE OF CONTENTS PURPOSE OF PUR CHASING CARD aussen essen deads iaaeao sis Kk sa ei 3 CARD USE GUIDELINE Svisvcisssescscsssssvossccaecesssssagecsssudcecsscsaxtesasestaevsastanedacesiacsossestecaseeseivesasssdessncutsssessou ics 3 RESERICTED PUR CHASES 0s ivsccecssasesenscesaceshssesssuedesscessiesatveslesanechssssstesiecestcpiccosecstetececoenseaseesatesensestsnsss3 5 APPLYING FOR A PCARD aissos nonae s aia eneas sa ae sai e ska si nai i o ann a a ia a a sa iara 6 ORDERING ua ns Vs i i a a o i a a a i a i K i 7 ACCESSING PCARD INFORMATION ONLINE ssscsssssssssssssssscesscessssossssessssssscesssesssesssssssscenees 10 Step 1 Login details Online 20222420200022000000000000000000000000 00000 0n nn nn 000 10 Step 2 Searching Transactions 20220420200022002nonnnnnnennnnnnnnennnnnnnenen essen 12 Step 3 Reconciling Transactions 2u2020000200ennonnnennennonnnnnnennnnnnnenennnnnn 14 Step 4 Editing Transactions 020000000022000nennnnnnennnnnnnnennnnnnnsnennnnnnnsnennnnnnnn 16 Step 5 Allocating Transaction Amounts 000s00020002nnonennnnennnnennenennnnenn 17 Step 6 Approving the PCard Transactions and Printing Expense Reportt 17 Step 7 Approval and Submission of PCard Expense Report to Program Admita iii i ii i i i i i K da
42. submit it to someone with signing authority for the cost centre that the default code combination the card will be associated with The Purchasing Card User Guide should be reviewed at this time to ensure that a PCard isthe best purchasing tool to use Step 2 The approver of the Application Form must be someone with signing authority forthe default code combination that the card will be associated with Generally this will be the Manager responsible for the Facility Fund and Cost Centre combination In all cases the form must be approved by a person with higher authority than the Cardholder The person approving the Application Form electronically is the Approver The Approver will be notified by email that they have an Application Form waiting their approval and they are responsible for reviewing the Application Fom and approving or declining it online Step 3 The Program Administrator will process the application with the Bank of Montreal BMO and distribute the PCard The Program Administrator will contact the Cardholderupon receipt of the MasterCard from BMO At this point the Cardholder must book a time to participate in the mandatory training and PCard issuance session Step 4 The PCard will not be released until the Cardholder attends mandatory training which includes PCard usage training on the PCard system which involves reconciling and printing monthly expense reports and signsthe Cardholder Agreement and Cardholder Acknowl
43. ute Form see Appendix F and forward it to the Program Administrator In addition ifa Cardholders Recordsdo not agree with the Monthly Expense report the Cardholder should notify BMO within sixty 60 days of the first expense report on which a disputed charge has occured and cannot be resolved with the supplier BMO will research the disputed charge and make any necessary adjustments or issue appropriate credits 20 APPROVER RESPONSIBILITIES The BMO Purchase Card Program provides Approvers with the ability to access PCard transactions submitted by Cardholders Approvers are generally Supervisors Managers or Directors or someone with greater budget accountability identified that will approve the Cardholder s purchases Approvers are limited by the authonty that they have been delegated in accordance with the Signing Authority Policy They willbe able to approve transactions only up to the limit that they have been delegated and only approve transactions coded to the Facility Fund and Cost Centre combinations for which they have delegated signing authority The Approver will be required to complete the ApproverAcknowledgement of Responsibilities Appendix B Step 1 Login details Online e Go to www bmodetailsonline com using your web browser e Enteryour User ID and Password and click on lt GO gt Please note that if an Approverisalso a Cardholder the Approver will have 2 User IDs one for their Cardholder role and one fortheir App
44. ve been ordered by phone and which have not been received The log would have records of these orders 7 2 Placing an order by FAX a Complete a PCard Fax Form see Appendix C b Faxthe fom to the supplier When ordering goodsfrom outside Canada fax 1 Shipping to Canada Instructions for Credit Card Purchases see Appendix D and 2 PCard Fax Form see Appendix C to the supplierand Percy H Davis Customs Broker at 306 244 7470 This information is required by SHR s customs brokerto cleargoods crossing the border Purchases made outside Canada willbe converted to Canadian funds by the card issuerat a rate equal to the Interbank rate on the day the transaction is posted to the card account If an orderis from out of country applicable duty and ortaxes will be incurred in one of two ways 1 VIA THE SHR s CUSTOMS BROKER All courier ship ments requiring customsclearance are forwarded to the SHR s custom broker Percy H Davis The brokerage charge will be posted to theircost centre 2 VIA CANADA POST Canada Post will require payment before a package is released 3 Purchasing goods or services IN PERSON a Inform the supplier that the purchase is for the SHR to receive the benefit of any applicable negotiated SHR pricing Give the supplier the PCard for processing Obtain the credit card transaction slip and detailed sales receipt from the supplier at the time of the purchase Check the purchase card s
45. which is the 13th of the month The Cardholdersand Approverss have until the 7 business day afterthe end of the cycle to reconcile and approve allon line transactions that were processed during the cycle Cardholders are required to submit their Expense Report and supporting receiptsto the Program Administrator by the 9th business day afterthe end of the cycle Month End 7 to 9th business day 14 13 MasterCard Billing Cycle Reconciliation amp Approval The following isa summary of the steps involved in accessing PCard information online and reconciling your transactions Step 1 Login to details Online e Go to www bmodetailsonline com using your web browser i e Intemet Explorer e Enteryour UserID and Password and click on lt GO gt 11 Step 2 Searching Tiansactions On the Home page a section labeled Alerts notifies the Cardholder of any transactions that require reviewing or of any previously reviewed transactions rejected by the Cardholders Approver responsible for approving the transactions BMO amp BMO details Online pecan Contact Us Logout Statements Transactions Reports L Welcome SHR Cardholder Help Your last visit was on eStatement g Data Last Loaded on May 31 2012 File Format X You have Transactions waiting your approval My Profile gt You have O Rejected Transactions TH Account Summary Last Statement Quick L
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