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District School Board of Niagara
Policy Business

B-06 Purchasing Cards (P-Cards)

Date Feb 2023
Review Feb 2028

The District School Board of Niagara (DSBN) endorses the use of a Purchasing Card (P-Card) as a tool to improve the efficiency and effectiveness in the purchase of low dollar value goods and services. All guidelines have been developed to ensure authorized and appropriate use.

  1. A P-Card is only to be used by the authorized individual to whom it has been issued and only for DSBN approved expenses incurred in relation to a cardholder’s or card user’s assigned duties. P-Cards cannot be transferred to, or used by, another party.

  2. Administration of the P-Card Card program resides with the Superintendent of Business Services or designate. This authority includes the approval of P-Card holders and users, determining the acceptable uses of P-Cards, and establishing transaction and monthly credit limits.

  3. The purchase of goods and services using P-Cards will be subject to all applicable Purchasing policies and procedures, the P-Card procedure, and the Employee Travel and Business Expenses policy and procedure.

  4. All card holders/users and approvers of cardholder expenses will be required to sign an agreement indicating that they have read, understood and agree to adhere to their responsibilities as defined in the Purchasing Card policy and procedure.

  5. Inappropriate or unauthorized use of the P-Card could be considered misappropriation of funds and may result in immediate and irrevocable forfeiture of the card, recovery of funds and/or disciplinary action up to and including termination of employment.