Procurement Card

A Procurement Card is a Visa Desjardins Purchasing Card credit card imprinted with the cardholder’s name, the University credit card number, validity period. Laurentian University is liable for all expenditures made using the Procurement Card, therefore, no personal purchases are allowed.

Eligibility

• Procurement Card Application form is available from Financial Services (finance@laurentian.ca).
• Applicants must be full-time employees of Laurentian University.
• Financial Services has the final authority to approve or deny any Procurement Card request.
• Each Procurement Card will be assigned an individual transaction limit, daily limit, and monthly credit limit, determined in consultation with Financial Services. A common single transaction limit is $3,000 (INCLUDING TAX)

How to Apply

• Complete the “Procurement Card Application” form (available through finance@laurentian.ca).
• The applicant and their approving authority (Manager, Department Head, Dean, Chair, etc.) must both sign and date the form.
• Submit the completed application to Financial Services (finance@laurentian.ca).
• Financial Services reviews the request, approves if appropriate, and notifies the applicant once the card arrives.
• Cards must be picked up in person.
• The cardholder must also sign the Acknowledgement Letter , confirming that the card will only be used for authorized University purchases.

What Is Allowed

• Purchasing goods and services typically obtained through Low Value Purchase Orders (LVPOs).
• Transactions must stay within the authorized per-transaction limit (usually $3,000, including taxes).
• Purchases must remain within the monthly credit limit and daily limit.
• Orders may be placed by phone or in person with suppliers.
• Purchases from U.S. or international suppliers are permitted, provided that the cardholder immediately notifies the Office of Procurement and Contracts so customs charges can be processed correctly.
• All receipts, packing slips, and supporting documents must be kept and submitted with the monthly statement for approval.
• Returns must be processed as a credit back to the Procurement Card.

What Is NOT Allowed

• Items covered by a Blanket/Standing Purchase Order, Systems Contract, Paperless Contract, University Purchase Agreement, or Cooperative Buying Agreement. Please see our List of Awarded Suppliers for streamlined sourcing process.
• Purchases exceeding the cardholder’s authorized limit. For more information on thresholds, please click here.
• Travel-related expenses (e.g., travel, hotels, gas, meals, long-distance calls).
• Personal purchases of any kind.
• Alcoholic beverages (spirits).
• Business entertainment expenses.
• Laurentian University Bookstore purchases.
• Hazardous materials (solvents, acids, paints, etc.), which must be purchased through the Purchasing Department via a standard requisition and accompanied by an MSDS.
• Delegation of card use is not permitted—no one may use a card issued to another individual.
• Splitting purchases (parceling) to bypass the transaction limit is strictly prohibited. For more information on thresholds, please click here.
• The card must not be used when funds are unavailable, or the card may be cancelled.
• Personal use of the card may result in disciplinary action.