APPENDIX A
Acknowledgement of Responsibilities and Obligations
for Acquisition Card Holders
I, ___________________________________, hereby acknowledge the
receipt of the Acquisition Card number
___________________________________, associated with account number
___________________________________.
I acknowledge that this card has been issued to me to make purchases and
payment required in the course of my regular duties. I fully understand
that purchases and payments made with this card are to be as authorized
at McMaster University by a departmental manager with expenditure
initiation authority, in accordance with the usual department procedures.
I shall undertake to protect the card and the card account number and
realize that it is for my use only, not to be divulged to any other
person (except a merchant with whom I am transacting on behalf of
McMaster University). I shall protect the account number at all times to
prevent its unauthorized use. Should it be lost, stolen or suspected of
being compromised in any manner, I shall advise the acquisition card
company and the Director, Purchasing Resources.
I understand that this card is the property of McMaster University
assigned to me by the Director, Purchasing Resources, and that, in the
event of wilfull or negligent default of these obligations, McMaster
University shall take any recovery action deemed appropriate, that is
permitted by law. Furthermore, upon transfer from the department or
termination of employment from the University, I agree to return this
card to the Director Purchasing Resources, for immediate cancellation.
| _____________________________________ |
| Cardholder's Signature |
| |
| _____________________________________ |
| Date |
| |
| _____________________________________ |
| Director, Purchasing Resources/Designate |
| |
Restrictions and Obligations for the Use of the
Departmental Card for Low Value Acquisitions
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The acquisition card must be used only by the person whose name appears
on the card.
-
The acquisition card must be used only to make the authorized official
University purchases within the limitations extablished for the card.
-
The acquisition card must not be used for travel-related expenses
or for vehicle operating and maintenance expenses.
-
The acquisition card must not be used for personal expenses or to
obtain cash advances.
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Acquisition cards must be kept in a secure location with controlled access.
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The cardholder must inform the Director, Purchasing Resources or
delegate, of changes in his/her business address or business telephone
number.
-
Upon request from the Director, Purchasing Resources or delegate, the
cardholder must return the acquisition card.
-
The cardholder, upon transfer from the department or termination of
employment from the University, must return the acquisition card(s) to
the Director, Purchasing Resources or delegate for immediate
cancellation. Reconciliation of account must be taken to determine and
pay outstanding balance of the account(s).
-
When making purchases of non-consumables, the cardholder must ensure that:
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the best possible price is obtained;
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any applicable warranty cards are completed;
-
inventory is recorded within the cardholder's departmental inventory
system; and,
-
any applicable policies regarding types of equipment are followed.