Procedures

Low dollar value purchases are orders not exceeding $1,000.00 canadian, excluding taxes and may not be combined for larger requirements.

The p-card system should be used for all low dollar value purchases. Certain exceptions apply (i.e. exemption list).

The web requisitioning system (i.e. Web requisition preparation) should be used for low dollar value purchases of items which fall within the exemption list.

All purchase requirements exceeding $1,000.00, excluding taxes are to be authorized and sent to Purchasing Services via the online web requisitioning tool.

P-card exemption list:
(items not allowed to be ourchased with the p-card)

• Chemical products
• Compressed gases
• Computers, software/ hardware
• Consulting services
• Drugs & controlled substances
• Food items
• Furniture
• Jewelry & gifts
• Laser & x-ray equipment
• Lease agreements
• Live animals
• Maintenance contracts
• Motor vehicles & maintenance
• Personal use, cash advances & reimbursements
• Pressure equipment
• Radioactive & infectious disease materials
• Salary or wages
• Travel & entertainment expenses
• Services for which a financial holdback is required to ensure the work will be completed satisfactory (ex: electricians, plumbers, contractors)
• Services provided through internal services such as bookstore, conference services, etc...

For any inquiries regarding either the p-card or web requisitioning, please contact Purchasing Services procurement systems analyst:
Mario Paradis
514-848-2424 Ext. 4048
mario.paradis@concordia.ca

Managing purchasing card transactions

Once you logged on to MyConcordia portal, choose Faculty and Staff Services, then Millennium Fast Suite (under Financial Reports section). When Millennium opens, choose the purchasing card application.

Steps to edit a transaction:

1. From the second level menu bar choose card holders.
2. Click edit transactions.
3. Click on your p-card number.
4. For each transaction click the X box icon in the details column. The transaction detail opens, listing default codes, comments, and taxes, net and gross amounts.
5. Click on the pencil icon, view accounting and invoice detail.
6. Click on the save icon, when done.
7. To process changes:
   • From the fund, orgn, acct, and prog drop-down list, you can select a different code.
   • In the Comments text box, edit the comment if necessary.
8. Click save.
9. Click next, repeat steps 5 - 7.

Steps to split a transaction (if necessary):

1. Click to split icon.
2. From the fund, orgn, acct, and prog drop-down list, you can select a different code
3. Click save.

Printing your monthly statement

Once you receive your national bank monthly statement, you need to compile your p-card package. The p-card package consists of the national bank monthly master card statement, all corresponding invoices and receipts, and the monthly p-card statement.

Steps to print a statement:

1. Sign on to the MyConcordia portal.
2. Choose Faculty and Staff Services.
3. Choose MILLENNIUM FAST suite (under Financial Reports section).
4. When MILLENNIUM is open choose the purchasing card application.
5. From the second level menu bar, choose card holders.
6. Choose print monthly statement.
7. Choose appropriate month. The statement opens in pdf format. On the toolbar, click print.
8. Reconcile the p-card statement to the national bank monthly master card statement, ensure all entries and total match.
9. Go to the last page of the printed statement and sign your name.
10. Submit to your supervisor for approval.

The online web requisitioning system (WR) is to be used for all requests to Purchasing Services for the purchase of goods/services from external vendors. The online Web requisitioning system can be obtained through MyConcordia Portal, under Faculty and Staff services, and Millennium Fast Suite. WebReqs are intended for internal use only. The online webreq user guide is also available here.

1. Log on to MyConcordia portal.
2. Choose Faculty and Staff Services.
3. Choose MILLENNIUM FAST Suite.
4. In the applications section (top right hand corner), choose web requisitioning.
5. From the menu bar click on requisitions, select new requisition.
6. Screen will refresh, webreq is programmed to auto-populate originator and reference, telephone (based on your portal id), all you need to choose is date required, click on the calendar and select a date (must be greater than today).
7. Screen will refresh. If necessary (Distribution department will deliver) change ship to location, choose from drop down arrow choices. Input building and room number.
8. To electronically add a quote or any other document:
   • Click on the paper clip icon in the top right hand corner.
   • The attachment window will open, click on the green plus sign and document icon, your computer file structure will open follow prompts to add file.
9. In the description box enter what you wish to buy with % signs before and after the word, click on search.
10. Select the commodity, ensure the box is populated.
11. Screen will refresh:
    • A commodity description is required, if you attaching a quote you can input see quote.
    • Input quantity.
    • Input approximate price.
    • Click on save (blue diskette).
12. Screen will refresh:
    • Notice the amount (taxes are not included) is in red, the color will change to green once the index code is inputted.
    • Input the Index code (the fund or organization code the purchase will be charged to. Once the Index code is inputted the screen will refresh.
    • The account code (which is the expense code), can be added now.
13. Screen will refresh, your requisition is complete now it needs to be approved, click on the send icon.
14. Approval screen will appear, you may send the requisition directly to purchasing if you have the appropriate approval limit or you can send the requisition for approval to your supervisor, chair, or delegated co-worker:
    • Click on the magnifying glass to query the approver's name.
    • Input either the last name or first name.
    • Add appropriate comments, for example “please approve”.
    • The designated approver will review the web req and if they are in agreement forward it to Purchasing.
15. The webreq is complete.

For any web requisitioning inquiries, please contact Purchasing Services procurement systems analyst:
Mario Paradis
514-848-2424 Ext. 4048
mario.paradis@concordia.ca

1. The authority for signing purchasing contracts is set out in the Signing Authority Policy approved by the Board of Governors.

2. In accordance with the Signing Authority Policy (BD-1), requests to Purchasing Services for the acquisition by purchase, leaseback or rental of moveable effects, including goods, services, and professional contracts for any University purpose shall be documented by the Online Web Requisitioning System. Such Requisitions shall be approved by the requisitioner, as set out in paragraph 3 below, who has budgetary authorization for the relevant area and, in the case of Purchase Requisitions exceeding $1,000.00, by the person to whom the requisitioner reports as well.

3. Online Web Requisitioning authorizations shall be as follows:
   • By an authorized person if the Web Requisition, excluding taxes, does not exceed $1,000.00;
   • By a department Chair/Unit Head, if the Purchase Requisition (WebReq), excluding taxes, does not exceed $5,000.00;
   • By a Dean or Unit Head reporting directly to the President, a Vice-President or the Chief Financial Officer for a Purchase Requisition (WebReq), excluding taxes, valued between $5,000.00 - $50,000.00;
   • By a Vice-President or the Chief Financial Officer for a Purchase Requisition (WebReq), excluding taxes, valued between $50,000.00 - $1,000,000.00;
   • By the President, if the Purchase Requisition (WebReq), excluding taxes, exceeds $1,000,000.00.

   Online Web Requisitioning authorization for specified amounts may be delegated (***)by the President, the Vice-President, and the Chief Financial Officer as well as by those individuals reporting directly to a Vice-President, the Chief Financial Officer or the President to their budget officer or assistant.

   (***) The individuals designated above may delegate their signing authority to responsible nominees in the event of unavailability or other extraordinary circumstances, by way of written authorization specifying the requisition authorization or the purchase order or contract, as the case may be. (See BD-1 section 52)

4. Following the appropriate Online Web Requisition authorization and sourcing processes conducted by Purchasing Services, a purchasing contract (which includes any purchase agreement, blanket order, contract or purchase order) may be entered into and signed in the name of the University:
   • By a Buyer of Purchasing Services, if the total value of the purchase contract, excluding taxes, does not exceed $25,000;
   • By a Senior Buyer of Purchasing Services, if the total amount of the purchase contract, excluding taxes, does not exceed $50,000;
   • By the Director of Purchasing Services, if the total value of the purchase contract, excluding taxes, does not exceed $250,000;
   • By a Vice-President or the Chief Financial Officer, if the total value of the purchase contract, excluding taxes, does not exceed $1,000,000;
   • By the President, if the total value of the purchase contract, excluding taxes, exceeds $1,000,000.
5. A vendor shall not be paid by the University unless all of the following original documentation has been received by the appropriate administrative department:
   • The original invoice from the vendor with detailed information as to the items received or the services rendered, including the PO number;
   • The supporting purchase order / contract;
   • The receipt documentation from Distribution Services confirming delivery.

Import shipments addressed to Concordia University must clear Canada Customs. Upon the shipment's entry into the country, the agency levies the Goods and Services Tax (GST) and duties, if applicable, on the declared value of the shipment. The GST is waived for temporary entries or for repairs under warranty. Duties related to goods made in North America as defined by the North American Free Trade Agreement are waived when a NAFTA Certificate of Origin is included with the customs documents.

The University hires a customs broker to deal with Canada Customs. The customs broker submits the import documents on behalf of the University. They also disburse the Goods and Services Tax (GST), duties and various fees, which will later be refunded by the University.

Responsibility

• Purchasing Services shall award a contract to a customs broker for the handling of customs issues for the University.
• Purchasing Services shall assist users in customs related issues.
• Users shall follow specific procedures for the following cases: the import of biological products, urgent shipments, warranty repairs, samples, temporary entries, shipments not related to a purchase order, donations and personal shipments.
• Users shall request the import licenses required by the various Canadian agencies.
• The University's customs broker has power of attorney(*) for all transactions covering shipments entering Canada that are consigned to the University.

Procedures

• The broker submits the customs documents to Canada Customs
• Import of biological products - The import of biological products requires an additional form to be handed to Agriculture Canada at the time of the customs clearing. This form is the Declaration for Import of Biological Products. Users shall send a completed copy of the declaration to the University's customs broker along with the tracking number prior to shipping. Moreover, users shall request the import licenses required by Agriculture Canada.
• Urgent shipments - In order to expedite shipments of an urgent nature, users shall give to the Expeditor in Purchasing Services the name of the carrier (i.e. Fedex, UPS), the tracking number of the shipment and the University account number to charge the fees.
• Warranty repairs - Users shall instruct the supplier to specify on the customs documents when shipments are related to a repair under warranty so to waive the GST.
• Samples - When unsolicited items such as catalogues or free samples arrive at Canada Customs, Purchasing Services shall ask the user for approval of the customs clearance fees. Purchasing Services shall request the account number to charge the GST and the customs brokerage fees. Unauthorized shipments will be returned to the originator.
• Temporary entries - Users shall instruct suppliers to specify on the customs documents that the shipment is entering temporarily into Canada so to waive the GST. Such shipments typically include exhibition goods, items on loan and equipment for demonstration. Once the shipment leaves Canada, the user shall give a copy of the waybill of the outgoing shipment to the Expeditor of Purchasing Services as proof that the shipment left Canada. Without such a proof, Canada Custom will charge the GST on the value of the shipment.
• Shipments not related to a purchase order - Users shall instruct suppliers to write the name of the University's customs broker on the customs documents for shipments not related to a purchase order and for which the University pays for the customs clearing.
• Donations - On occasion donations are made to the University. In such cases, the Goods and Services Tax will be charge on fair market value (**) of the donated items. Duties may also apply. The department receiving the donation shall provide Purchasing Services with the name of the carrier (i.e. Fedex, UPS), the tracking number of the shipment and the University account number to charge the fees.
• Personnal shipments - Items not related to University business should be addressed to a personal residence. It is the consignee's responsibility to arrange for the customs clearance. Customs documents that designate Concordia University as the consignee are sent automatically to the University's customs broker.

(*) Power of Attorney: A written authorization to an agent to perform specific acts on behalf of the principal, in this case Concordia University.

(**) Fair Market Value: An estimate of the market value of a property, based on what a knowledgeable, willing, and unpressured buyer would probably pay to a knowledgeable, willing, and unpressured seller in the market.

Please contact Purchasing Services expeditor for this request:
Neil Starkey
514-848-2424 Ext. 4049
nstarkey@alcor.concordia.ca