Employees

Credit Cards

Credit cards will be centrally distributed through the Purchasing Agent. When a new card is issued, Bank of Montreal will send it to the Purchasing Agent for Distribution to the cardholders. Cards will be released to cardholders after training and receipt of a signed cardholder agreement.

The following items should be provided to you, the cardholder, during training:

1. Cardholder Purchasing Card Agreement: This is an agreement between the cardholder and the Lee College District that affirms that the cardholder has read and understood the policy and procedures for the purchasing card.
2. Cardholder User’s Guide: This document outlines the District’s policies and procedure in regard to their purchasing card. It also outlines approved types of purchases and preferred vendors.

Purchasing Card Activation
The cardholder must follow the instructions pasted on the front of the card to activate the purchasing card before use. Upon receipt of the card, the cardholder should sign the back of the purchasing card and always keep the card in a secure place.

Receiving Supplies and Services
A copy of the charge slip, sales receipt, or any other information related to the purchase must be kept by the purchaser and forwarded to Accounts Payable upon completion of the cycle. If a purchase is made via mail or telephone, ask the vendor to include the receipt with the goods when shipping the product so that it can be forwarded to Accounts Payable at the appropriate time.

Purchasing Card Payment
Employees do not pay their own monthly statement. The program does not affect your credit rating in any way. The purchasing card program carries corporate, not individual, liability.

Returns, Credit and Disputed Charges
Should a problem arise with a purchased item, service or charges, every attempt should be made to first resolve the issue directly with the supplier. All returns must be reimbursed by credit to the account; cash refunds for returns are prohibited. Review of future statements is vital to ensure the account is properly credited for returns, credits and disputed charges.

• Returns: If a cardholder needs to return an item to a supplier, contact the supplier and obtain instructions for return. Note that some suppliers may charge a restocking or handling fee for returns. All returns should be indicated in Cardholder Account Statement Report.
• Credits: If the supplier accepts an item as a return, a credit for this item should appear on the following month’s statement. All credits should be indicated in the Cardholder Account Statement Report.
• Disputed Charges: If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly.
  
  If a cardholder cannot resolve a disputed item directly with the vendor, the cardholder should complete the Dispute Form 700 (available from the Purchasing Agent). Bank of Montreal will place the charge in a “State of Dispute” and the account may be given a provisional credit until receipt of adequate documentation from the vendor.
  
  If the documentation appears to be in order, the transaction will be re-posted to the account and the dispute considered closed. If the charge is suspected to be fraudulent, the card will be immediately blocked, continue to have a provisional credit (if given) and an investigation of the charge will continue. A new card will then be re-issued to the cardholder, if appropriate. If the charge appears legitimate, the transaction will then post to the new account.