Acquisition Card Policy, Procedures & Guidelines - Annex F

Roles and Responsibilities: Acquisition Cardholders

Effective date: August 19, 2014

  1. Successfully complete the Acquisition Card training before requesting a card.
  2. Read, understand and sign the Acquisition Card application form.
  3. Understand the rules before using the Acquisition Card. Read and understand the Department's Acquisition Card Policy documents, including:
  4. Comply with all relevant legislation and regulations, policies, and procedures, and request and follow advice from the Acquisition Card Coordinator whenever required.
  5. Before purchasing any good or service with the card, obtain the delegated funds centre Manager's authorization. (See "Section 32" under Annex C: Funds Centre Manager Roles & Responsibilities.)
  6. Maintain documents for transactions, including card documents in myEMS (SAP). This includes the funds centre manager's section 32 FAA authorization (see Annex C: Funds Centre Manager’s roles and responsibilities), receipts (printed or electronic) and packing slips. Important information to have includes the merchant name, items ordered, order dates, purchase price, confirmation of receipt and authorization number.
  7. Submit the monthly documents in myEMS (SAP GUI), so that CFOB can reconcile the expenses. If a cardholder does not complete all required documents within 3 months, her or his card will be suspended until the cardholder completes and has the funds centre manager approve all missing documents.
  8. Ensure assets are entered into the Department's inventory control system, when required as per the Standard for Managing Assets.
  9. Do not let anyone else use the card. The Acquisition Card must not be shared or loaned, even when the cardholder is away from the office. If need be, identify a back-up colleague who has a separate Acquisition Card.
  10. Keep the card in a secure, locked place at the office. Never keep the card in your personal wallet unless you are currently heading to a store to make a purchase!
  11. Notify his/her Cost Centre Manager and the National Acquisition Card Program and the Acquisition Card provider immediately in the case of loss, theft or unauthorized use or suspected misuse of the Acquisition Card. This notification must be confirmed in writing to the National Acquisition Card Team within 24 hours.
  12. Inform the Acquisition Card Coordinator in writing of any changes in business address or telephone number, funds center or name. In the event of deployment to another position in the Department, the card’s funds center financial coding may be changed to that employee's new RC financial coding. In this case, the cardholder must complete a new Acquisition Card application form and have it signed by the new funds center manager.
  13. Inform the Acquisition Card Coordinator in writing upon transfer from the Department or termination of employment. In this case, action must be taken to determine and pay any outstanding balance on the card.
  14. Ensure that the Acquisition Card is cancelled when he or she is leaving the Department, and destroy the card (cut it up). Advise the Acquisition Card Coordinator, who will cancel the card in the system.
  15. If personal use happens by mistake, immediately notify the supplier the items were from to have the charges cancelled. Cardholders cannot "pay it back later." You cannot make Internet banking payments to pay any Acquisition Card account. A personal cheque from an employee will cost the Department a lot to process. For these and other reasons, personal use is against the rules. In addition, all personal purchases, by mistake or intentional, are reported to Integrity Services. The Acquisition Card involved will be cancelled.
  16. Destroy the old card (cut it up) upon receipt of the renewed or replacement card.