The Acquisition Card and other Payment Methods

At ESDC, there are four different methods to procure goods and/or services. Each method of procurement has exceptions. Please review the list below to determine the appropriate method of procurement for the goods and/or services that you need to purchase.

You can also visit the Procurement Roadmap, a step-by-step guide intended to give clients an overview of the four main phases in the procurement process, and provides links to tools, templates and training.

  • Acquisition Card
    • Use of the Acquisition Card is mandatory for the purchase of goods and services <$10K, except for the following:
      • Only one vendor can do the work AND he does not accept the card
      • Work requires terms and conditions (e.g. SOW, IP is being created)
      • Standing offers do not permit use of the card
      • USB keys or other portable memory devices, computers, laptops, tablets, printers, software, and IT services including cloud services – for all of these, be sure to follow the iService instructions
      • Any travel related expenses (use the Travel Card)
      • Any vehicle operating and maintenance expenses (Use the ARI card)
      • Cash advances (these are not operational requirements)
      • Personal purchases (these are not operational requirements)
      • Goods & services provided by an OGD
      • Services provided by a former public servant
      • Any tuition fee expenditure
    • Some areas have higher limits for certain commodities (e.g. regional cost pools, translation services, PASRB for printing, IITB for software, CFOB accommodations)
    • Note that Departmental procedures related to Travel, Hospitality, Conference and Event Expenditures (THCEE) must still be followed where applicable.

    Source: iService Acquisition Card Program

  • Contracts

    Contracts are required when the goods or services requires terms and conditions (e.g. statement of work (SOW)), contractual clauses which includes security clearances or privacy protections, and purchases that involve creating new intellectual property

    At any given time, you can contact the National Acquisition Card Team to confirm the correct procurement method for your requirement.

    Source: Procurement Roadmap

  • Convenience Cheques

    In special cases, where the acquisition card is appropriate but the vendor or the individual does not accept the acquisition card, a convenience cheque may be used if deemed acceptable by the Convenience Cheque Coordinator up to $1000.

    Examples:

    • Provide remuneration to focus group participants;
    • Cover the cost of conference room rental where the acquisition card is not accepted;
    • Pay Elders providing traditional knowledge and teachings.
    • Pay vendors for low dollar value services in remote areas where only one vendor can perform the service and where the acquisition card is not accepted.
    • Provide payment to low dollar value service providers in vulnerable segments who cannot wait for payment.

    Inquiries relating to the Convenience Cheque program should be directed to:
    ESDC.GIPA.ChequesDepannage-ConvenienceCheque.IPPM.ESDC

    Source: iService Convenience Cheque page

  • Funds Commitments

    Formerly known as manual payments, the below are approved usage of funds commitments.

    Note that Departmental procedures related to Travel, Hospitality, Conference and Event Expenditures (THCEE) must still be followed where applicable.

    List of Approved Use of Funds Commitments:

    1. Memorandum of understanding with other government departments, agencies or Crown corporations (see Procurement Bulletin 2015-11 (PDF, 88 KB) for more information);
    2. Memorandum of understanding with other levels of government (see Procurement Bulletin 2015-11 (PDF, 88 KB) for more information), NOTING changes announced in Procurement Bulletin 2018-8 regarding the use of MOUs and FCs for agreements with universities or colleges);
    3. Reimbursement of tuition;
    4. Conference attendance;
    5. Common System for Grants and Contributions (CSGCM) Funds Commitment interfaced through Partner Systems;
    6. Grants & Contributions (G&C) Commitments used for non-CSGC G&Cs (such as Labour Market Development Agreements (LMDAs));
    7. Non-Salary Interdepartmental Settlement (IS);
    8. Postage meter refills;
    9. Use of departmental forms and publications contracts;
    10. Fleet costs paid through the ARI fleet credit card (under contract with PSPC);
    11. Employee relocation costs – reimbursement to employees or costs paid to Brookfield Global Relocation (under contract with PSPC);
    12. Employee reimbursement for medical expenditures;
    13. Payments to medical professionals for employee medical expenditures up to $500 only;
    14. Accommodations services with Brookfield Global Integrated Solution (BGIS, under contract with PSPC);
    15. Claims against the Crown;
    16. Travel reimbursement for non-public servants;
    17. Travel reimbursement for public servants (through the travel module of myEMS (SAP)).

    NOTE: Funds commitments should not be used to avoid AC purchases or contracts/confirming orders.

    If you have any questions regarding the payment of invoices against fund commitments, please contact:

    Source: Funds Commitment