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Difference between revisions of "ISC - Material & Assets Management Directorate - Aquisition Card"
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For each transaction, the cardholder must upload to SAP a copy of the signed official Official Reconciliation Report (ORR), the credit card statement, the Section 32 approval from the Cost Centre Manager (CCM), the invoice, and any other supporting documentation (e.g., shipping slip, hospitality approval). | For each transaction, the cardholder must upload to SAP a copy of the signed official Official Reconciliation Report (ORR), the credit card statement, the Section 32 approval from the Cost Centre Manager (CCM), the invoice, and any other supporting documentation (e.g., shipping slip, hospitality approval). | ||
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The signed ORR and supporting documentation must be attached to the first line of the ORR card document in SAP. | The signed ORR and supporting documentation must be attached to the first line of the ORR card document in SAP. | ||
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To ensure an audit trail in SAP, all subsequent transaction lines in the ORR must reference the transaction number of the main document to which the supporting documents have been attached. | To ensure an audit trail in SAP, all subsequent transaction lines in the ORR must reference the transaction number of the main document to which the supporting documents have been attached. | ||
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Latest revision as of 08:10, 11 August 2025
Welcome to the Acquisition Card Services
The Acquisition Card Services from MAMD support ISC and CIRNAC staff by facilitating efficient, secure, and compliant purchases of goods and services through government-issued acquisition cards. These cards streamline low-risk, low dollar value transactions and reduce administrative burden while ensuring adherence to federal policies and financial controls.
Our Mandate
The Acquisition Card Services are responsible for the administration, oversight, and compliance of departmental acquisition card use in accordance with the Directive on Payments and related Treasury Board policies. Our objective is to empower authorized users to purchase low-risk, low dollar value essential items responsibly while maintaining fiscal integrity and operational efficiency.
Our Key Activities
- Cardholder Onboarding Guide employees through the process of obtaining and activating acquisition cards, including training and form submission.
- Policy Interpretation Support employees and managers in understanding card limits, eligible purchases, and restrictions as per departmental and federal guidelines.
- Transaction Oversight Monitor credit card usage, respond to issues on statements, and assist with lost or stolen card procedures.
- Cost Centre Collaboration Work closely with cost centre managers to ensure budgets, authorizations, and post-payment verifications are documented and aligned with financial controls.
- Compliance & Reporting Track usage, provide reports, and enforce corrective actions when misuse or non-compliance occurs.
Important Guidelines
- Card Use Cards are authorized for low-risk purchases up to $10,000 (including taxes) for goods and services. Only the named employee may use the card.
- Restrictions (The card must not be used for) :
- Personal expenses
- Cash advances
- Fleet maintenance
- Business travel
- Relocation services
- Purchases requiring written contracts or special security/intellectual property considerations
- Convenience Cheques Issued only in rare, urgent operational scenarios when other payment methods are unavailable. Convenience cheques must adhere to all the rules of the Directive on the use of Acquisition Cards
Online Purchase Requirements
Acquisition cards may be used for secure online purchases, provided the vendor is reputable and the website is protected. Ensure alignment with departmental procurement protocols.
How to get an acquisition card
To get an acquisition card, you must be complete the following forms (available through the departmental forms catalogue):
•Acquisition Card Application 10-715E
•Systems, Applications and Products (SAP) Access Form 10-705E
You must also complete the following courses (available through the Financial systems learning portal):
•SAP training FN4053
•Acquisition Card Training Course
Once complete, send the forms a course certificate to cartedachat-acquisitioncard@sac-isc.gc.ca
Lost or Stolen Cards
Immediately report lost or stolen cards via the designated toll-free number Canada/US: 1 888 834-2484 or International: 416 369-6399. Notify your cost centre manager, the departmental security team, and the National Acquisition Card Coordination Team at cartedachat-acquisitioncard@sac-isc.gc.ca within 24 hours.
Cardholder roles and responsibilities
Before making purchases
- Complete all mandatory training and forms.
- Get the proper approval before making a purchase.
- Confirm the website is secure by checking for "https://" at the beginning of the web address if purchasing online.
Making purchases
- Ensure that transactions aren’t split into 2 or more transactions to avoid limits set for purchases.
- Claim provincial sales tax exemptions for each item.
After making the purchase
- Record the acquisition card purchases in SAP.
- Verify the delivery of goods or services to the department.
- Reconcile purchases in SAP before the end of the reconciliation period.
Security and dispute
- Notify the appropriate authorities of discrepancies or disputed items or in the case of loss, theft, unauthorized use or suspected misuse.
- Protect your card information.
- Inform the national acquisition card coordinator of changes to your business address or telephone number.
- 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.
- If you work in the National Capital Region, return the cheques to the national acquisition card coordinator.
- If you work in the regions, return the cheques to the credit card manager.
- Use the same acquisition card used for the original transaction when requesting refunds or credits.
- Ensure that you do not exercise financial signing authority for the settlement of your own acquisition card statements.
Cost centre manager roles and responsibilities
Preparing the cardholder
- Identify which employees should be cardholders and set reasonable credit limits based on how they plan to use them.
- Ensure that the cardholder has taken the mandatory training.
- Ensure that the employee has signed the cardholder acknowledgement of acquisition card responsibilities for an acquisition card form.
- Ensure the cardholder has enough available credit to cover the purchase.
- Provide the cardholder with guidance on the approvals they need before purchasing items.
Budgets and balances
- Provide the business management unit (or equivalent) with the budgets for the purchase of items and communicate them to the cardholder.
Reporting and filing
- Appoint a cardholder delegate to reconcile transactions in SAP when the cardholder is on vacation, on sick leave, or away for any other reason.
- Ensure that any misuse or abuse of the acquisition card is reported.
- Certify monthly credit card statements for payment, filing or retention.
- Provide information to the national acquisition card coordinator or corporate accounting directorate, as required.
- Ensure that the acquisition card and any associated unused convenience cheques are returned to the national acquisition card coordinator upon an employee’s departure.
Best Practices for Card Use
The respect of these best practices will contribute to the smooth and compliant use of your card.
- Make purchases promptly after receiving proper approval
- Review monthly card statements carefully
- Do not split purchases to circumvent transaction limits
- Keep all receipts and store them in a secure location
Misuse and Consequences
Failure to follow acquisition card policies may result in:
- Removal of delegated authority
- Mandatory retraining
- Repayment of funds
- Disciplinary measures
Corrective actions are coordinated through the Chief Financial Officer and delivery officers, in accordance with the Financial Administration Act.
Reconciliation Process
For each transaction, the cardholder must upload to SAP a copy of the signed official Official Reconciliation Report (ORR), the credit card statement, the Section 32 approval from the Cost Centre Manager (CCM), the invoice, and any other supporting documentation (e.g., shipping slip, hospitality approval).
The signed ORR and supporting documentation must be attached to the first line of the ORR card document in SAP.
To ensure an audit trail in SAP, all subsequent transaction lines in the ORR must reference the transaction number of the main document to which the supporting documents have been attached.
Directive
Directive on the use of Acquisition Cards - Version January 2024.
FAQ about Acquisition Cards
Can I lend my card to a colleague?
- No. Only the employee whose name appears on the card is authorized to use it.
What if a supplier requires a deposit?
- Deposits are generally not permitted. Please contact your cost centre manager or the departmental acquisition card coordinator to discuss possible exceptions.
Can I use the card for international purchases?
- Yes, as long as the supplier is reputable and currency conversion charges are properly documented and justified in SAP.
Contact Us
For card requests, policy questions, or reporting, please contact:
Email: cartedachat-acquisitioncard@sac-isc.gc.ca
