4015 – Procurement Cards

Legal References
Public Sector Accountability Act (2010) Part IV – Expense Claims: Allowable Expenses;
Education Act: Section 286(1)(i) Duties of Supervisory Officers
Business Section 171(1)17 Powers of Boards: Membership Fees and Traveling Expenses
Related References:
Broader Public Sector Accountability, Government of Ontario;
Board Policy 1014 Freedom of Information and Records Management;
Board Policy 4005 Procurement;
Board Policy 4008 Signing Authority and Segregation of Duties;
Administrative Procedure 1100 – Municipal Freedom of Information and Protection of Privacy Act (MFIPPA);
Administrative Procedure 1110 Records Management;
Administrative Procedure 4360 Principles of Business Conduct For Board Employees;
Administrative Procedure 4570 Procurement.
Administrative Procedure 4460 Procurement Cards
Effective Date
October 22, 2012
Revisions
March 19, 2018, June 9, 2025
Reviewed
October 19, 2020

1. Purpose

1.1 Procurement Cards (P-cards) provide approved staff the ability to make purchases and complete payment to facilitate the business of the WRDSB.

2. Application

2.1 WRDSB P-cards are to be used solely for the purpose of WRDSB business.

2.2 WRDSB staff and their supervisors have roles and responsibilities with respect to the use of P-cards.

2.2 The procurement of goods and services using P-cards will be subject to all applicable policies, procedures, directives, card agreements and limits as established by the Board.

2.3 The procurement of goods and services using P-cards will be subject to all applicable policies, procedures, directives, card agreements and limits as established by the WRDSB.

2.4 P-cards shall be used strictly by the individual (named) to whom the card is issued and may not be transferred or used by any other party. Control and custody of the P-card is the responsibility of the WRDSB approved cardholder. 

2.5 For a P-card balance to be paid, statements must have the appropriate authorization and approval(s) as per Board Policy 4008 – Segregation of Duties and Signing Authority.

2.6 All expenditures incurred on a P-card must be reasonable, transparent, relevant to the business activity of the P-card holder, and be within approved limits.

2.7 The WRDSB assumes no obligation to pay expense(s) incurred on the P-card that do not comply with aforementioned policies, procedures, directives and agreements.

4015 – Procurement Cards