The University of Toronto Purchasing Card (PCard) provides a cost-efficient method of procuring and paying for low value goods and services which are not available through uSOURCE. Using the PCard simplifies the purchasing process, reduces paperwork, and expedites supplier payment.
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Apply for a PCard
- Download the PCard Request form
- Complete form and acquire authorization signatures
- Send to firstname.lastname@example.org
- Purchasing Card will be mailed directly from the bank to the department in 5-10 business days
Note: A single cardholder may have more than one PCard assigned to them as long as each card is linked to a different default account group.
Changes to a PCard
BMO Spend Dynamics®
With Spend Dynamics®, cardholders can access their account activity online through the BMO portal. In addition, Department Card Coordinators (DCCs) can run reports on their cardholders’ activity.
Prohibited Merchant Categories
The PCard cannot be used for:
- Non-University use (i.e. personal or private use)
- Business Travel (use instead Amex Travel and Hospitality Card)
- Transportation expenses (e.g. airline, rail, bus, car rentals and other transportation)
- Accommodation and lodging expenses (e.g. hotel, motel and other accommodation)
- Food and beverage expenses (e.g. restaurants, fast food outlets, food and beverage dispensers, and all other food and beverage purchases)
- Cash Advances
- Financial instruments of any kind such as money orders or bank drafts
- Temporary help
- Purchases in excess of $5,000 including taxes, currency exchange, and all other charges
- Maintenance contracts
- Laboratory and research animals
- Radioactive and hazardous material (see Purchasing Restricted Substances)
- Extended rentals or leasing of equipment
- Internal University purchases such as Facilities and Services work orders, computing services etc. The exception is the MedStore, which can accept the Purchasing Card.
PCard Declined Charges
If a particular charge is declined, refer to the following steps:
- Is the purchase a prohibited merchant category? For example, the PCard cannot be used for travel related expenses. If it is not a prohibited merchant category, proceed to Step #2.
- Is the purchase a legitimate, department approved expenditure? If yes, proceed to Step #3.
- Contact Bank of Montreal MasterCard customer service immediately at 1-800-263-2263 to acquire the appropriate Merchant Category Code.
- Download the PCard Block Lift Request form.
- Complete the form including required signature from your Department Card Coordinator (DCC) and the Department Chair or equivalent.
- Send completed form to email@example.com for review and submission to the bank.
Block lifts will be completed within 3 days of request submission. For emergency transactions, consider alternate payment options such as:
- By invoice
- Imprest expenditure bank account
- Personal payment with expense reimbursement request
Over Credit Limit
Occurs when monthly spending exceeds the credit limit on the PCard. Solutions include increasing the monthly credit limit using a PCard Change Request form or finding an alternative purchasing method.
Pending Transaction Because of Missing Information
Occurs when ordering online and there are discrepancies with cardholder information. The shipping address must be the same address on the PCard application and the phone number must be 289-305-5877 (default for all U of T PCards).
FIS Default Error
Occurs if FIS/Default account numbers are mistakenly entered, accounts are NSF, or an account change has not been updated.
Lost/Stolen Cards and Charge Disputes
To report a lost or stolen PCard or to dispute a particular transaction, contact the Bank of Montreal at 1-800-263-2263.
Statements and Reports
The following statements and reports are currently mailed to departments:
Cardholder Monthly Statement (Cardholder)
Similar to a credit card statement and used to reconcile vouchers, packing slips and to provide an audit trail.
Individual Billing Report (Cardholder)
This report is used to authorize payment against the cardholder’s designated account or to identify an alternate GL account. The GL account for PCard use will default to 825000 (Supplies: General), unless indicated otherwise. Any changes to the fund center, cost center (internal order), or fund should be authorized by the one-up supervisor.
Billing Summary Report (Departmental Card Coordinator)
The Billing Summary Report summarizes all departmental cardholder statements into one departmental summary.