Acquisition Card Purchases and Supporting Documentation
Procurement Bulletin 2018-5
April 09th, 2018
The new Fiscal year has arrived and cardholders are reminded that sufficient documentation must support all Acquisition Card purchases, to satisfy the requirements of the Financial Administration Act (FAA), and the Policy on Commitment Control, Account Verification and Payment Requisitioning.
As required by Section 32 of the FAA, FC Managers shall ensure that sufficient unencumbered balances remain available before authorizing a cardholder to make any Acquisition Card purchase. Therefore, the cardholder must obtain this authorization before making any purchase. The authorization can be limited to an individual purchase (“individual authorization”), or can be ongoing for a particular type and frequency of purchase (“blanket authorization”). The authorization must be in writing (e-mail is acceptable) and must include the approximate or maximum dollar value of the purchase. As a best practice, manual commitments should be used to plan for and pay the expenses incurred with the Acquisition Card.
The appropriate financial coding, including the correct line object, must be identified for each item purchased. Cardholders must identify the financial coding on the monthly Acquisition Card log. Please refer to the Department's Financial Coding Manual for guidance on Line Objects. The FC Manager is responsible for approving all transactions on the Acquisition Card monthly log, under section 34 of the FAA.
Questions and comments of a general nature related to the contents of this bulletin can be sent to the Asset Management Policy and Procurement (AMPP) team by e-mail at NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.
It is the cardholder’s responsibility to share all information and communications with their manager as well as all other colleagues who might be affected.
Distribution:
- Acquisition Cardholders