Acquisition Card Policy, Procedures & Guidelines - Annex C

Roles and Responsibilities: Funds Centre Managers

Effective date: August 19, 2014

1. Read the Funds Centre Manager’s guide to the Acquisition Card (DOCX, 20 KB).
2. Identify the need for an Acquisition Card and approve the request for the employee, using the application form. Note that the cardholder must successfully complete the Acquisition Card training.
3. Substantiate any increase beyond the Departmental guidelines (transaction limit of $10,000, and/or monthly limit of $25,000 and/or only one Acquisition Card per division under a Director). When establishing higher limits, consideration must be given to the expected use of the card and the overlapping billing and payment periods.
4. Section 32, Financial Administration Act (FAA) – provide either an on-going authorization (e.g. to buy basic office supplies up to $200 per month) or an individual authorization for each individual purchase. Any authorization must be in writing, such as via e-mail, and must include the approximate dollar amount. In some circumstances and some regions, blanket authorizations may not be permitted. In this case, always request an individual authorization.
   • Under s. 32, Managers must ensure sufficient unencumbered balances are available before authorizing a purchase. (See "manual commitments" under Annex F: Cardholder Roles and Responsibilities.)
5. Section 34, FAA – review the monthly Acquisition Card documents. The Cost Centre Manager must not approve any personal or otherwise prohibited purchases.
   • If such purchases do appear, contact the National Acquisition Card Program and identify the purchases on the monthly documents.
6. Understand that a fund centre Manager cannot approve his or her own purchases (when he or she is the cardholder). The cardholder must therefore be somebody who reports to the fund centre Manager.
7. Identify/report (to management and Acquisition Card Coordinator) potential misconduct/misuse by cardholder.
8. Ensure assets are entered into the Department's inventory control system, when required as per the Standard for Managing and Tracking Assets.
9. If the cardholder does not do so, ensure that the Acquisition Card is cancelled when cardholder is leaving the Department and destroy the card (cut it up). Advise the Acquisition Card Coordinator, who will cancel the card in the system.