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Line 55: − + − {| class="wikitable"+ − + − |-+ − | '''''Cardholder''''' || Make authorized purchases, record transactions in SAP, safeguard the card. + − |-+ − | '''''Cost Centre Manager''''' || Approve requests, monitor budgets, oversee card use.+ − |-+ − | '''''Acquisition Card Coordinator''''' || Provide training, process card applications, monitor misuse.+ − |}+ + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + +
ISC - MAMD - Planning, Acquisition Card, and Relocation - Acquisiton Card (view source)
Revision as of 14:40, 15 July 2025
, 15 July→Summary of Responsibilities by Role
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== Summary of Responsibilities by Role ==
==Cardholder roles and responsibilities==
<!-- Before making purchases -->
! Role !! Key Responsibilities
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Before making purchases</b>
<div class="mw-collapsible-content">
<ul>
<li>Complete all mandatory training and forms.</li>
<li>Get the proper approval before making a purchase.</li>
<li>Confirm the website is secure by checking for "https://" at the beginning of the web address if purchasing online.</li>
</ul>
</div>
</div>
<!-- Making purchases -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Making purchases</b>
<div class="mw-collapsible-content">
<ul>
<li>Ensure that transactions aren’t split into 2 or more transactions to avoid limits set for purchases.</li>
<li>Claim provincial sales tax exemptions for each item.</li>
</ul>
</div>
</div>
<!-- After making the purchase -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>After making the purchase</b>
<div class="mw-collapsible-content">
<ul>
<li>Record the acquisition card purchases in SAP.</li>
<li>Verify the delivery of goods or services to the department.</li>
<li>Reconcile purchases in SAP before the end of the reconciliation period.</li>
</ul>
</div>
</div>
<!-- Security and dispute -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Security and dispute</b>
<div class="mw-collapsible-content">
<ul>
<li>Notify the appropriate authorities of discrepancies or disputed items or in the case of loss, theft, unauthorized use or suspected misuse.</li>
<li>Protect your card information.</li>
<li>Inform the national acquisition card coordinator of changes to your business address or telephone number.</li>
<li>Destroy and dispose of the acquisition card and return any associated convenience cheques to the appropriate authority if you leave the department or if you’ve been requested to do so.</li>
<li>If you work in the National Capital Region, return the cheques to the national acquisition card coordinator.</li>
<li>If you work in the regions, return the cheques to the credit card manager.</li>
<li>Use the same acquisition card used for the original transaction when requesting refunds or credits.</li>
<li>Ensure that you do not exercise financial signing authority for the settlement of your own acquisition card statements.</li>
</ul>
</div>
</div>
==Cost centre manager roles and responsibilities==
<!-- Preparing the cardholder -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Preparing the cardholder</b>
<div class="mw-collapsible-content">
<ul>
<li>Identify which employees should be cardholders and set reasonable credit limits based on how they plan to use them.</li>
<li>Ensure that the cardholder has taken the mandatory training.</li>
<li>Ensure that the employee has signed the cardholder acknowledgement of acquisition card responsibilities for an acquisition card form.</li>
<li>Ensure the cardholder has enough available credit to cover the purchase.</li>
<li>Provide the cardholder with guidance on the approvals they need before purchasing items.</li>
</ul>
</div>
</div>
<!-- Budgets and balances -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Budgets and balances</b>
<div class="mw-collapsible-content">
<ul>
<li>Provide the business management unit (or equivalent) with the budgets for the purchase of items and communicate them to the cardholder.</li>
</ul>
</div>
</div>
<!-- Reporting and filing -->
<div class="mw-collapsible mw-collapsed" style="border:1px solid #ccc; padding:10px; margin-bottom:10px;">
<b>Reporting and filing</b>
<div class="mw-collapsible-content">
<ul>
<li>Appoint a cardholder delegate to reconcile transactions in SAP when the cardholder is on vacation, on sick leave, or away for any other reason.</li>
<li>Ensure that any misuse or abuse of the acquisition card is reported.</li>
<li>Certify monthly credit card statements for payment, filing or retention.</li>
<li>Provide information to the national acquisition card coordinator or corporate accounting directorate, as required.</li>
<li>Ensure that the acquisition card and any associated unused convenience cheques are returned to the national acquisition card coordinator upon an employee’s departure.</li>
</ul>
</div>
</div>
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== Best Practices for Card Use ==
== Best Practices for Card Use ==
* Make purchases promptly after receiving proper approval
* Make purchases promptly after receiving proper approval
