P-Card Reconciliation Process
In collaboration with Mohawk College of Applied Arts and Technology and the City of Hamilton, the University has secured a contract with Dell Canada Inc for supplying IT equipment. This will allow the University to receive substantial cost savings and to purchase sustainable products that are EPEAT Gold certified and have an Energy Star rating of 5.0.
Dell will also remove all packaging, breakdown, sort, and recycle all materials based on applicable federal and provincial laws and guidelines. To ensure the proper recycling of packaging, end users should request that delivery personal (usually from Audcomp) take all packaging materials with them.
Dell Supply Managed Contract Details
To place an order, you must first create an account for Dell's Premier Website.
Dell computer orders are placed through the Campus Store.
If the purchase is for research, please ensure that appropriate Research Finance approvals are on the requisition (for any value).
Procurement Services will confirm receipt with the requisitioning department prior to payment for all orders >$5000.
Warranty Service: Call 905-304-1775 (press 2 for service)
Enhanced Services: To request enhanced services please contact the Dell Account Team @ 1-800-387-5752 Ext 2559
Delivery: Delivery should be within 10 business days of order.
Please feel free to contact:
Policies & Procedures
|Goods & Non-
||When to use
|$0 - $10,000
||-Small, infrequent purchases
-Low $ purchases requiring quick payment
||-Low $ purchases paid upon invoice
||-Pay after invoice
|$0 - $10,000
||Purchase Requisition with 1 valid price confimation
-Purchases requiring formal process
|-AP processes invoice payment
-Aren't required to self-assess taxes on foreign currency orders
-Formal receiving on order
-Account # on Req. so not required to track down account# for invoice payment
|$10,001 - $50,000
||Purchase Requisiton with minimum 2 written quotes
|$50,000 - $99,999
||Purchase Requisition with Minimum 3 written quotes
|$100,000 or more
Purchase Requisition after Open competitive RFx bid process (Public/MERX)
||When to use
|$0 - $99,999
||Purchase Requisition with minimum 3 written quotes or after open competitive RFx bid process (Public/MERX)
|$100,000 or more
||Purchase Requisition after Open competitive RFx bid process (Public/MERX)
P-Card (BMO MasterCard - formally known as the Acquisition card)
Benefits of the NEW P-Card Program
LIMITS: Each cardholder will have a monthly limit of $50,000 with a transaction limit of $10,000 (limit can be decreased when requested).
SECURITY: The new P-Cards will be embedded with chip technology and pin codes will be assigned to all P-Cards.
STATEMENTS:Statements will be downloaded directly into the PeopleSoft program, so no more waiting for your statements to arrive in the mail.
The Application for a BMO P-Card can be found here. When completed, please forward to Roxanne Headrick, BMO P-Card Administrator, email@example.com.
Need Training? Please go to the MOSAIC Learning Hub to register for the Procurement Card (P-Card) reconciliation training.
P-Card Reconciliation Process
Monthly P-card transactions are to be reconciled within Mosaic.
The instruction guides below will assist with this process:
Pulling up One Month of Transactions at a Time
Printing One Month of Transactions at a Time
Current Reconciliation Schedule:
TRANSACTIONS AVAILABLE FOR RECONCILIATION
METHOD TO RECONCILE CHARGES
(Approvals obtained & paperwork to AP DTC-401)
||Nov 13, 2014
||Nov 25, 2014
||Dec 1, 2014
||Dec 18, 2014
||Dec 19, 2014
||Jan 14, 2015
||Jan 15, 2015
||Feb 6, 2015
||Feb 10, 2015
||Feb 19, 2015
||Feb 20, 2015
||Mar 5, 2015
December 2014 / Januauary 2015
|Mar 6, 2015
||Mar 19, 2015
||Mar 20, 2015
||Mar 30, 2015
||Mar 31, 2015
||Apr 13, 2015
||Apr 28, 2015
||May 15, 2015
***NOTE: Shaded area represents the months already loaded into Mosaic. Red type represents the months that are now past due.
P-card transactions are now up to date in Mosaic. Going forward, P-card transactions will be loaded into Mosaic on the 28th of each month (or the next business day if the 28th falls on a weekend/holiday) The completed reconciliation package is due in Accounts Payable OJN-320 on the 15th of each month (or the next business day). For example: the last line of the schedule above reflects the future April deadline.
When assigning a Delegate/Proxy to your P-card, please complete the P-card Proxy Delegation Assignment Form.
P-card Proxy Delegation Assignment Form
***NOTE: By designating another person/s to act as your proxy/delegate, you are authorizing "said" person to complete the monthly reconciliation process within Mosaic, and to purchase goods/services on the P-Card assigned to you.
Non-Domestic Ordering (Ordering outside of Canada)
Please notify our Customs & Traffic Department regarding Non-Domestic orders purchased on your P-Card. When sending your email please ensure you include the following:
Company Name & Address
Item Purchased (Item Number & Description)
Pricing (Copy of scanned Quotation)
Account Number (Required if additional shipping charges are incurred.)
By sending the following information to firstname.lastname@example.org (John Bentley) and email@example.com (Jan Yeo) they will have the required information to ensure your goods can cross the border smoothly
When using your P-Card for crossborder shipments, please give the supplier(s) your pre-Mosaic, 10-digit account number as the PO number. Please ask the supplier(s) to ensure the number is on the commercial invoice and on ALL packaging.
Office Supplies: Office Max (Grand & Toy)
Strategic Procurement has renewed our contract with Office Max (Grand & Toy), for an additional 8 years. Office Max (Grand & Toy) has also won the award for supplying paper products to the University. Significant benefits are derived from this partnership. Departments are encouraged to purchase supplies from Office Max (Grand & Toy) in order to fully realize the savings and advantages gained from our current agreement.
To create a Grand & Toy account to order office supplies and toner please email a completed Account Set-up form (found below) to firstname.lastname@example.org, stating that you are presently looking to set-up an account. The form below can also be used to modify existing accounts, please ensure you provide your chartfield account number and existing Grand & Toy account number. Once the account is set-up, Grand & Toy will forward you a password and a link to begin taking advantage of the great offers available.
McMaster (Grand & Toy) Account Set-up / Revision Form:
To purchase paper please continue to place your orders with the Campus Store by emailing: email@example.com. The Campus store provides:
Letter, 8.5"X11" (5000sheets/case)
Legal, 8.5"X14" (5000sheets/case)
Ledger, 11X17 (2500sheets/case)
Required Information to order paper with the Campus Store found below:
About Strategic Procurement
"Supply Chain Management through
4th Floor, 50 Main Street East
1280 Main St. West
Tel: (905) 525-9140 ext.24413
Fax: (905) 572-1015
Strategic Procurement is comprised of Purchasing Services, Customs and Traffic,
and Stores. Strategic Procurement negotiates and makes purchases on behalf
of University departments. Two Stores locations (ABB-B166 and HSC-4N43) provide
the campus community with a wide variety of inventory of goods to service
our day-to-day operations. Customs and Traffic provide clearing and
expediting of incoming and outgoing shipments.
In order for the University to continually maintain its objectives and
position of leadership, it is imperative that we continually strive for
lower costs, improved quality and improved service in every area of our
business operation. A large element of costs and quality is purchased
material and services. Strategic Procurement strives for cost reduction,
process control and more streamlined management of our responsibilities.
Strategic Procurement is an important activity where it is mandatory that
the responsibility for buying materials and services be assigned to a group
of people trained and skilled in negotiating, contractual terms and
conditions, cost reduction and other purchasing techniques. Each one of us
is a McMaster University ambassador to those with whom we do business. The
primary responsibility of the Strategic Procurement Department is to
facilitate the purchase of materials, supplies and services, with the
objective that they will be available at the proper time, in the proper
place, in the quantity, quality and price consistent with the needs of the
University. It is the duty of this Department to ensure all Procurement
activity complies with the Broader Public Sector Procurement Directive, and
demonstrates Value for Money.