Acquisition Card Policy, Procedures & Guidelines

Procurement Bulletin 2015-7

August 2015

As a result of monitoring, we’ve discovered cases where acquisition card purchases were not consistent with the policy. This is to remind you of a few important rules regarding the acquisition card.

Acquisition Cards must be used in a manner that will stand the test of public scrutiny in matters of prudence and probity, and reflect fairness, transparency and best value in spending of public funds.

Acquisition Cards must only be used to purchase goods and services for conducting government business (that is to say, for operational requirements), at the request of individuals with delegated authority, within the limitations established by Treasury Board and the Department's policies, and within the individual card’s credit limits and authorizations as established by the Cost Centre (CC) Manager.

Here are 3 of the most important rules to remember:

  • Keep the card in a secure location and verify its presence on a regular basis. It must be kept in a locked area (such as a cabinet or drawer), at the office. Do NOT keep the card in your wallet/purse to avoid unintended personal use.
  • The card must not be used for personal purchases.
  • Only the person whose name appears on the card (the cardholder) may use it.

When a situation of employee misconduct or misuse is identified, the National Acquisition Card Coordinator will investigate and apply the appropriate administrative action. We could also take disciplinary action within our authority, as well as preventive measures to avoid re-occurrence. This may include the cancellation of the Acquisition Card for the cardholder.

We encourage the use of acquisition cards as a quicker and more efficient for low dollar value purchasing process; however, we must also ensure we use public funds appropriately and consistent with the legislation and policy.

We thank you for your support and cooperation. Please feel free to consult the Acquisition Card Policy, Procedure and Guidelines or the online training. If you can’t find the information you are looking for, send your questions to our purchasing portal.

Distribution:

  1. BMO Acquisition Cardholders