Download Purchasing Card (PCard) User Guide

from BMO. At this point, the Cardholder must book a time to participate in the mandatory training and
PCard issuance session.
Step 4
The PCard will not be released until the Cardholder attends mandatory training which includes PCard
usage, training on the PCard system, which involves reconciling and printing monthly expense reports,
and signs the Cardholder Agreement and Cardholder Acknowledgement of Responsibilities.
It is the responsibility of the Cardholder to ensure they understand their responsibilities and have been
properly trained in the appropriate use of the PCard.
Step 5
Activation of the PCard will be required by following the authorization process provided by BMO.
Step 6
Cardholders and Approvers will be given access to details Online, which is the online reconciliation
system provided by BMO. Usernames and temporary passwords will be issued to Cardholders and
Approvers.
ORDERING
The following section provides various options available for purchasing goods with the PCard.
Purchases can be made via:
1. Telephone
2. Fax
3. In Person
4. Internet
1. Placing an order by TELEPHONE
a) Inform the supplier that the purchase is with a SHR PCard to receive the benefit of any
applicable negotiated SHR pricing.
b) Provide your name as it appears on the PCard, the PCard number and expiry date
c) Give accurate delivery information, including:
• Contact name
• Department
• Building and room number
• Street address
• Phone number
d) Request that:
• A priced packing slip or a detailed sales receipt be enclosed with the goods
e) Cardholders may want to keep track of the order by recording it in a PCard Purchase Log
(Appendix G). The PCard Purchase Log is a useful tool when reconciling the PCard Expense
report to the receipts should a transaction appear for which there is no receipt. These
transactions may relate to items that have been ordered by phone and which have not been
received. The log would have records of these orders.
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