Apply for PCard

Purchasing Card Reference Guide Purchasing Card Reference Guide

Lost or stolen card must be reported to Bank of Montreal at 1-800-263-2263 Toll Free in N. America

1. Access PCard Request Form Apply for PCard http://www.procurement.utoronto.ca/Forms/pcard-request.pdf 1. Access PCard Request Formform and 2. Fill out ALL sections of the http://www.procurement.utoronto.ca/Forms/pcard-request.pdf acquir e authorization signatures 2. Fill out fax completed form form 3. Mail or ALL sections of the to: and acquir e authorization(Attn: Campus Card Coordinator) St George Campus signatures 3. 215 Huron Street, Room 327 (Fax: 416-978-5483) Mail or fax completed form to: St George Campus (Attn: Campus Card Coordinator) UTM (Attn: UTM Campus Card Coordinator) 215 Huron Street, N. Bldg., (Fax: 416-978-5483) Business Services,Room 327 (Fax: 905-828-5221) UTM (Attn: Sue Dyson) UTSC(Attn: UTM Campus Card Coordinator) Business Services, 1265 Military 905-828-5221) Financial Services, N. Bldg., (Fax:Trail (Fax: 416-287-7012) UTSC (Attn: Sue Dyson) 4. Purchasing card will be mail directly from Financialto the department within Trail (Fax: 416-287-7012) the bank Services, 1265 Military 5-10 business days 4. Purchasing card will be mail directly from the bank to the department within 5-10 business days Change(s)/Cancellation for PCard 1. Access PCard Request Change Form Change(s)/Cancellation for PCard http://www.procurement.utoronto.ca/Forms/pcard-change.pdf 1. Access PCardcard holder information 2. Complete the Request Change Form 3. http://www.procurement.utoronto.ca/Forms/pcard-change.pdfareas Check off the detail change(s) required & fill out appropriate 2. Complete the card holder information 4. Acquire authorization signatures 3. Check off the detail change(s) required & fill out appropriate areas 5. Mail or fax completed form to: 4. Acquire authorization signatures 416-978-5483) 215 Huron Street, Room 327 (Fax: 5. Mail or fax completedwithinto: hours 6. Changes are effective form 48 7. 215 and dispose ofRoom 327 (Fax: 416-978-5483) Cut Huron Street, the cancelled card 6. Changes are effective within 48 hours 7. Cut and dispose of the cancelled card 1. Cards are valid up until the last day of the expiration month Expiring PCard card directly on the 15th day of the expiration 2. Bank will mail new 1. month. If new carduntil not beenday of theby the expiry date, Cards are valid up has the last received expiration month 2. contact Bank ofnew card directly on the 15th day of the expiration Bank will mail Montreal at 1-800-263-2263 3. month. If new card the expired card Cut and dispose of has not been received by the expiry date, contact Bank of Montreal renewed due to extended inactivity. If a Some expired cards were notat 1-800-263-2263 3. Cut and dispose ofa new card has not been received, please contact card has expired and the expired card Some of Montreal at were not renewed due to extended inactivity. If a Bank expired cards 1-800-263-2263 card has expired and a new card has not been received, please contact Bank of Montreal at 1-800-263-2263 Prohibited Merchant Categories Travel Prohibited MerchantEg. airline, rail, bus or car rentals Categories Transportation expenses Travel Accommodation & lodging expenses Transportation expenses accommodation bus or car rentals eg. hotel, motel & other Eg. airline, rail, Accommodation &expenses expenses Food & Beverages lodging eg. hotel, motel & other accommodation eg. restaurants, fast foods or alcoholic stores Food & Beverages of $5,000 Purchase in excess expenses eg. restaurants, Cash advances fast foods or alcoholic stores Purchase in excess of $5,000 Temporary help Cash advances Maintenance contracts Temporary and research animals Laboratory help Maintenance contracts Hazardous material Laboratory and research animals Radioactive material Hazardous material Financial instruments of any kind Eg. money orders or bank drafts Radioactive material Extended rentals or leasing of equipment Financialor private use/Non-universitymoney orders or bank drafts Personal instruments of any kind Eg. use Extended rentals or leasing of equipment Internal university purchase eg. F&S work orders, computer services Personal or private use/Non-university use Internal university purchase eg. F&S work orders, computer services

What to do when: PCard Declines Merchant Category Blocks What contact Bank of Montreal Master Card customer service to do when: 1. Please
PCard Declines Merchant Category following: immediately at 1-800-263-2263 to acquire the Blocks

1. Please contact Bank of(eg. EatingMaster Card customer service Merchant Category Montreal Places, Restaurants) immediately Category Code (eg. to acquire the following: Merchant at 1-800-263-2263 5192) 2. Merchant Category (eg. Eating Places, Restaurants) Download the Block Lift form at Merchant Category Code (eg. 5192) http://www.procurement.utoronto.ca/Forms/MCCLift.pdf 2. Download the Block Lift form at 3. Complete the form, including obtaining the required signature http://www.procurement.utoronto.ca/Forms/MCCLift.pdf from the Departmental Chair or equivalent, and fax it to 3. Complete theservices (416-978-5483) for review and submission procurement form, including obtaining the required signature from the Departmental Chair or equivalent, and fax it to to the bank. 4. procurement services (416-978-5483) for reviewdays submission Block lifts will ordinarily be completed within 3 and of to the bank. submission of the request. 4. Block lifts will ordinarily be completed within 3 days of submission of the request.

Pending Transaction - mis-match info

Occurs when ordering on-line and there is discrepancies on card Pending Transaction - mis-match info holder information. Occurs when orderingmust be the same address on the card card The shipping address on-line and there is discrepancies on holder information. application. The shipping address must be the same address on of Tcard Phone # must be 289-305-5877 (default# for all U the PCards) application. Phone # must be 289-305-5877 (default# for all U of T PCards)

PCard Declines Over Credit Limit

Expiring PCard

Occurs when monthly spending exceeds credit limit on the card. PCard Declines Over Credit Limit Alternative solutions: Occurs when monthly spending using a Request Changethe card. Increase monthly credit limit exceeds credit limit on Form Alternative solutions: Limit will be refreshed on the 29th of each month when Increase monthly credit limit using a Request Change Form payment are made to Bank of Montreal th Limit will be refreshed to purchaseof each month when Use an alternative way on the 29 payment are made to Bank of Montreal Use an alternative way to purchase

FIS Default Error

Occurs if FIS/Default account # is mistakenly entered, accounts are FIS Default Error has not been updated. NSF, or an account change Occurs if FIS/Default account # is mistakenly to incorrect FIS are 1. If your PCard transactions are being posted entered, accounts NSF, or an account change has not been updated. accounts, contact procurement services at 416-978-2354 1. If your PCard transactions are being posted to incorrect FIS 2. If your account(s) have changed, please complete a Request accounts, contact procurement services at 416-978-2354 Change Form 2. Mail or account(s) have changed, please complete a Request If your fax form to: Change Form 215 Huron Street, Room 327 (Fax: 416-978-5483) 3. Mail or FIS account is out of fund, If your fax form to: 215 Huron Street,Services at 416-978-2800 contact Financial Room 327 (Fax: 416-978-5483) 3. If your FIS account is out of fund, contact Financial Services at 416-978-2800

Charge Dispute/Billing Inquiries Charge Dispute/Billing Inquiries

Please contact Bank of Montreal at 1-800-263-2263 Please contact Bank of Montreal at 1-800-263-2263 To sign up for BMO Detail On Line report, pls email purchasing.help@utoronto.ca To sign up for BMO Detail On Line report, pls email purchasing.help@utoronto.ca

Last updated Dec 2006 Last updated May 2011 Last updated Dec 2006