Agreement to Accepting the Purchasing Card

The Agreement to Accept the Purchasing Card  includes a form from US Bank Canada and identifies all issues of concern to both VIU and Cardholder including the use and obligations for having a Purchasing Card. It is also intended to ensure the cardholder is very familiar with the key responsibilities they have when using the Purchasing Card.

New Account Information Record - Form from US Bank

The New Account Information Record is a document that requests the following information:

• Employee name (first, middle initial, last) of person who will be using the card(s)
• Birthdate of person who will be using the card(s)
• Company Name (Vancouver Island University)
• Billing Address (where to send Monthly Reconciliation Statements
• English or French (automatic default to English) 
• Accounting code: Includes Work Order (Format XXXXX-X-X) and (Activity Format XXX)
• Home Phone Number
• Business Phone Number
• Employee number (may be required as resource information for card activation)
• Mother’s maiden name (may be required as resource information for lost or stolen cards)
• Cash advance (N/A not applicable to Purchasing Cards)
• Monthly credit limit ($5,000.00)
• Single transaction limit ($1,000.00)
• Unit Information Section (this will be completed by the bank)
• Employee signature and Dean, Director’s or Campus Principal’s signature

The New Account Information Record and Agreement To Accept The Purchasing Card is to be completed by the employee and by their authorized Dean, Department Head, Campus Principal or Administrator as the case may be.
The accounting code is an alpha/numeric field used to capture department work order and activity accounting information for electronic billing. Each card number is linked to one VIU accounting code. The accounting code is typically used to electronically route charges to the general ledger.

Agreement To Accept The Purchasing Card

The Purchasing Card represents VIU's trust in you. You are empowered as a responsible agent to safeguard VIU assets. Your signature below is verification that you have read the Purchasing Card booklet and agree to comply with the Purchasing Card guidelines as set out therein, as well as the following responsibilities:

1. I understand the Purchasing Card is for VIU approved purchases only, and I agree not to charge purchases outside the parameters described in the Purchasing Card booklet.
2. Improper use of this card can be considered misappropriation of VIU funds. This will result in disciplinary action, up to and including termination of employment.
3. If the card is lost or stolen, I will immediately notify the Bank and the Plan Administrator by telephone. I will confirm the telephone call with a written notice sent by email with a copy of the notification to the Plan Administrator.
4. I agree to surrender the card immediately upon severance of employment.
5. The card is issued in my name. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card.
6. All charges will be billed directly to and paid directly by VIU. The USBank Canada  cannot accept any moneys from me directly, therefore any personal charges billed to VIU could be considered misappropriation of VIU funds.
7. As the Card is VIU property, I understand that I may be periodically required to comply with internal control procedures designed to protect VIU assets. This may include being asked to produce the card to validate its existence and account number. I agree to obtain and forward to Accounting original receipts for every purchase as per Procedures Manual.
8. I will receive a Monthly Reconciliation statement, which will report all activity during the statement period. Since I am responsible for all charges (but not for payment) on the card, I will resolve any discrepancies by either contacting the supplier or the US Bank Canada.
9. The charges made against my card are automatically paid against the account assigned to the card as specified in the New Account Information Record. To change an account, please provide a written request to the Plan Administrator.
10. I understand the Purchasing Card is not necessarily provided to all employees. Assignment is based on my need to purchase materials for VIU. My card may be revoked based on change of assignment or location. I understand that the card is not an entitlement nor reflective of title or position.

By signing below, you, the cardholder, are confirming that you have read the above, that you understand the above, that you are in agreement with the above. Variances to limits set out below and travel use require a second Dean, Director or Campus Principal signature.