Acquisition Card Use – Manager's Guide
What YOU Need to Know
This is a one-page highlight of the Acquisition Card program for Cost Centre Managers. Please take the time to review it and to understand the rules surrounding the use of acquisition cards . This is not only important if you supervise any employee who has an Acquisition Card, it is also important if you provide authorization for purchases that will be processed on an acquisition card.
What is the Acquisition Card?
It is a one-stop self-service purchasing and payment tool. Currently, the card is a Desjardins VISA credit card with an easily-identifiable black and white mountain-view background.
What is it for?
Purchasing low dollar value (LDV) goods and services to meet operational requirements. An operational requirement is a good or service that your group needs to fulfil its mandate. This would not usually include, for instance, coffee or soap for the office kitchen or a card or flowers for a colleague. Within ESDC, the card is now mandatory for most LDV purchases, unless a policy exception applies. An LDV purchase is typically up to $10,000, all taxes and fees included. Some Acquisition Cards may have higher or lower dollar limits, and some simple transactions for over $10,000 can also be processed with your AC, as long as you have requested and received approval for a temporary limit increase BEFORE making the purchase.
What is the Cost Centre Manager's role in Acquisition Card use?
Cost Centre Managers must authorize all purchases in writing (an e-mail is acceptable) and identify the approximate dollar amount, per Section 32, Financial Administration Act (FAA). This authorization can be for just one purchase, or can be a long-term blanket authorization (e.g. office supplies). Cost Centre Managers must review the monthly documents prepared by the cardholder and flag any inappropriate or unauthorized purchases. If all purchases are OK, approve the documents as per Section 34, FAA. However, if any inappropriate or unauthorized purchases do appear, the Cost Centre Manager must contact the National Acquisition Card Program at once (see iService) and identify the problematic purchases.
For more information, review the Acquisition Card Policy.
Who can use an Acquisition Card?
- The person whose name is on the card (the "cardholder") is the only one permitted to use it.
- If a backup is required, (e.g. during cardholder's vacations) the Cost Centre Manager must have another team member with a separate Acquisition Card. Acquisition Cards must not be lent or borrowed.
- New cardholders must successfully complete the department's mandatory Acquisition Card training. Please follow the instructions on ‘’How to Obtain an Acquisition Card’’ located on the Acquisition Card Program iService page.
- Cardholders must have indeterminate employment status, or a minimum 6 months term of service.
- Cardholders cannot sign for their own purchases. If a Cost Centre Manager has an Acquisition Card then his or her superior must sign the monthly documents. Cardholders cannot self-approve documents.
- Some regions and branches have centralized all Acquisition Card purchases.
Where can I learn more?
More information is available through iService.