DATE APPROVED March Version Date Comments / Changes 1.0 March 2011 Initial policy released

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1 Page 1 f 11 APPROVED (S) REVISED / REVIEWED SUMMARY Versin Date Cmments / Changes 1.0 Initial plicy released 1. PURPOSE OF THIS POLICY T define the purpses fr which Crprate Purchase Cards are t be used and the cnditins under which cards are apprved, issued and mnitred. The bjective f the Crprate Purchase Card Prgram is t prvide a simpler, faster and mre cst effective methd fr buying and fr paying fr small dllar transactins. This prgram is designed t replace a variety f prcesses including petty cash and nnpurchase rder purchases. The use f the Crprate Purchase Card t purchase lw dllar value gds and services in supprt f sund business practices will replace the mre cstly purchase rder prcess. Fraser Health Authrity staff wh currently make frequent small dllar purchases fr his/her department(s) are candidates fr the Crprate Purchase Card. 2. POLICY STATEMENT Fraser Health Treasury Staff will administer the Crprate Purchase Card Prgram including applicatin apprval and spending limit apprval. Fraser Health staff and thse assigned Spending Authrity rights within Fraser Health and wh are prvided with a Crprate Purchase Card will cmply with the principles and prcedures utlined in this plicy. Failure t cmply may result in the revcatin f the Crprate Purchase Card as well as further disciplinary actin as warranted under Fraser Health s Theft, Fraud and Crruptin plicy Respnsibilities Cardhlder» Review the Online Cardhlder Training Vide.

2 Page 2 f 11 APPROVED» Sign the Crprate Purchase Card Cardhlder Respnsibilities and Obligatins dcument prir t being granted a Crprate Purchase Card fr business use.» Ensure that all expenses are nly charged t the cst centre(s) fr which the purchase card has been set up.» Retain all riginal receipts fr items purchased. The riginal receipt is the merchant s itemized bill with details f the purchase and H.S.T. (please nte that the MasterCard signature slip is NOT acceptable as an riginal receipt).» Within 5 business days after the cut-ff n the 15 th f the mnth, review the mnthly Cardhlder statement in the Bank f Mntreal Details Online system. Amend the cst centre t be charged and the tax calculatins as required t accurately recrd the charges fr each transactin.» Ensure that the business purpse fr all expenses incurred is nted n the apprved statement and/r merchant s itemized bill.» Print the statement using the Fraser Health custm statement.» Attach the riginal receipts t the mnthly statement fr apprval and sign-ff by the apprpriate Cst Centre Owner.» Within 7 business days after the cut-ff n the 15 th f the mnth, frward the mnthly statement and riginal receipts t General Accunting. Nte and highlight any transactins in dispute in the statement.» Cmply with internal cntrl prcedures in rder t prtect cmpany assets. This includes keeping receipts, recnciling perid card statements and fllwing prper card security measures.» Surrender his/her card upn terminatin f emplyment (i.e. retirement r vluntary/invluntary terminatin).

3 Page 3 f 11 APPROVED» Return the Crprate Purchase Card and re-apply fr a new ne (if needed) in the case f changing jb descriptin, department r cst centre within Fraser Health. The Crprate Purchase Card Request Frm must be cmpleted t make updates and changes t Cardhlder details.» Reprt a lst r stlen card r disputed transactins immediately by telephne t the Bank f Mntreal at and t the Purchase Card Crdinatr within Fraser Health Treasury by the next business day at » N Cardhlder may accept cash r a cheque frm a vendr wh is making a refund pertaining t a transactin previusly charged t the Crprate Purchase Card accunt. The vendr in all cases must issue a credit vucher Cst Centre Owner» Assess the need fr Crprate Purchase Cards based n peratinal requirements.» Ensure that each Cardhlder is infrmed f his/her respnsibilities regarding the use f the Crprate Purchase Card.» Ensure that the use f Crprate Purchase Cards cnfrms t all crprate plicies and prcedures.» Authrize staff, r thse assigned Spending Authrity rights within Fraser Health, t apply fr a Crprate Purchase Card prvided that the Cst Centre Owner has apprpriate signing authrity.» Request variances t the standard credit limit and transactin limit fr each Cardhlder up t the maximum allwed by Fraser Health s Limits f Spending Authrity plicy.» Within 7 business days after the cut-ff n the 15 th f the mnth, review and apprve the Crprate Purchase Card

4 Page 4 f 11 APPROVED statements fr each Cardhlder under his/her immediate supervisin.» Ensure that riginal receipts are attached t the apprved statement. The riginal receipt is the merchant s itemized bill with details f the purchase and H.S.T. (please nte the MasterCard signature slip is NOT acceptable as an riginal receipt).» Ensure that the business purpse fr all expenses incurred is nted n the apprved statement r merchant s itemized bill.» Ensure expenses are prperly charged t the cst centre(s) fr which he/she has Spending Authrity.» Mnitr and cntrl the utilizatin f Crprate Purchase Cards within his/her department r area f respnsibility.» Ensure that a Cardhlder s Crprate Purchase Card is recvered when the Cardhlder ceases t be a Fraser Health emplyee r transfers t a different cst centre Purchase Card Crdinatr (within Fraser Health Treasury)» Administer the issuance, mdificatins and cancellatin f Crprate Purchase Cards thrugh the Bank f Mntreal Details Online prgram.» Ensure that a fully cmpleted and signed Crprate Purchase Card Request Frm and a Crprate Purchase Card Cardhlder Respnsibilities and Obligatins dcument are n file. The dcuments will be retained by the Crprate Purchase Card Crdinatr fr review by the Internal Audit department.» On a Quarterly basis, review the list f current Cardhlders with the Peple Services department t ensure that Cardhlders remain emplyees f Fraser Health.» Prvide assistance t Cardhlders fr inquiries relating t the Bank f Mntreal Details Online prgram.

5 Page 5 f 11 APPROVED 3. POLICY SCOPE Payment Crdinatr Respnsibilities (within Fraser Health General Accunting)» Prvide crdinatin with respect t mnitring the verall utilizatin f Crprate Purchase Cards.» Review mnthly statement packages t ensure apprpriate riginal supprting receipts with business purpse explanatin and Cst Centre Owner apprval have been btained.» Fllw-up with Cardhlders with regards t utstanding/late statements.» Ensure the mnthly transactin file received frm the Bank f Mntreal Details Online prgram is laded int Meditech.» Review expenditure activity fr inapprpriate purchases. This plicy applies t all hlders f Crprate Purchase Cards and thse with assigned Spending Authrity rights wh supervise these cardhlders. 4. POLICY PRINCIPLES 4.1 General The Crprate Purchase Card is prvided t staff r thse assigned Spending Authrity rights within Fraser Health based n his/her need t purchase business related gds and services. The Crprate Purchase Card is nt an entitlement nr reflective f title r psitin. Applicants will nt be subject t a cmmercial credit check. Crprate Purchase Card privileges may be revked fr Cardhlders wh fail t adhere t this Plicy.

6 Page 6 f 11 APPROVED 4.2 Authrizatin Fraser Health Treasury within Accunting Services will be respnsible fr apprving all Crprate Purchase Card applicatins and spending limits and will be respnsible fr administratin f the prgram. Applicatins may be apprved based n meeting the general ratinale f either - (i) frequent purchases under $2,500; (ii) frequent travel r (iii) ther reasns based n specific circumstances. Staff wh wish t apply fr a Crprate Purchase Card must cmplete the Crprate Purchase Card Request Frm. Thse with apprpriate Spending Authrity are required t authrize their staff t apply fr a Crprate Purchase Card. Cntractrs may nly receive a Crprate Purchase Card t purchase gds n Fraser Health's behalf in limited circumstances and wuld have t justify the need in the Crprate Purchase Card Request Frm. The applicatin fr Crprate Purchase Cards by Cntractrs will be assessed n a case by case basis. A Crprate Purchase Card will becme invalid based n change f jb descriptin, department r cst centre. 4.3 Spending Limits The Cst Centre Owner authrizing the applicatin fr a Crprate Purchase Card must have sufficient spending authrity in accrdance with Fraser Health's Limits f Spending Authrity plicy. All Crprate Purchase Cards are set-up initially with a standard mnthly credit limit f up t $10,000 (Canadian dllars) and a standard per transactin limit f up t $2,500 (Canadian dllars) including all applicable taxes, freight and currency cnversin fees. The transactin limit and credit limit can be mdified prvided the change des nt exceed the spending authrity limit fr the individual apprving the credit limit change as specified in Fraser Health's Limits f Spending Authrity plicy.

7 Page 7 f 11 APPROVED Cardhlders shall nt circumvent the established spending limits by subdividing purchases/invices/cntracts int smaller amunts. T mdify a credit limit the Cst Centre Owner must include the specific requirements in the Crprate Purchase Card Request Frm and submit the frm t the Crprate Purchase Card Crdinatr. 4.4 Purchase Limitatins All purchases made via Crprate Purchase Cards must cmply with all existing Fraser Health plices. Crprate Purchase Cards may nly be used by the authrized Cardhlder and may nt be shared with any ther individuals. Crprate Purchase Cards may NOT be used in the fllwing circumstances: when the ttal purchase price exceeds the ttal dllar limits per transactin; when the gds and services are available fr purchase under an existing cntract (i.e. accessible thrugh n-line requisitining such as Grand & Ty); when the gds are available frm Fraser Health's Central Warehuse; when the gds are available frm Internal Printing r Statinery Stres; fr persnal vehicles perating and maintenance expenses including vehicle repairs, fuel, il, etc.; fr purchasing gds and services subject t standardizatin (i.e. furnishings, cmputer equipment); fr persnal purchases; t btain cash advances. Examples f purchases fr which use f the Crprate Purchase Card is NOT apprpriate include: medical/surgical items (except in emergent situatins), persnal expenses, cmputer hardware, sftware and related prducts, prfessinal fees, liqur, parking fines and twing charges.

8 Page 8 f 11 APPROVED Purchases relating t travel and business related expenses must be made in accrdance with the Travel and Business Expense plicy. Unauthrized use f the Crprate Purchase Card can be cnsidered imprper use f Fraser Health funds which may result in disciplinary actin up t and including terminatin f emplyment. 4.5 Persnal Beneficiaries A Cardhlder by virtue f this plicy shall nt acquire gds r services when the Cardhlder is the direct r indirect beneficiary f such gds r services. Anther authrized persn, usually the persn f next higher authrity, must use his/her wn Crprate Purchase Card t cmplete such transactins. 4.6 Use in Cnjunctin with the Limits f Spending Authrity Plicy The Crprate Purchase Card plicy shuld be fllwed in cnjunctin with the Limits f Spending Authrity plicy. Specifically, per transactin limits must be within the Cardhlder s Spending Authrity. Staff r Cntractrs withut Spending Authrity wh require a Crprate Purchase Card t fulfill their duties may be delegated the apprpriate Spending Authrity as per Fraser Health s Limits f Spending Authrity plicy. 5. PROCEDURES 5.1 Ordering and Delivery The department making a purchase and/r return with a vendr will be respnsible fr crdinating the pick-up f shipments. If the prduct is being shipped t a Fraser Health receiving dck, the supplier is t be instructed t put the department r Cardhlder name and lcatin n the external packaging s that the shipment can be delivered internally. Any

9 Page 9 f 11 APPROVED accmpanying invice r packing slip must be clearly stamped r marked Paid by MasterCard. When placing rders by phne ensure that the supplier sends the receipt t the Cardhlder and nt t Accunts Payable. The receipt r invice must be clearly stamped r marked Paid by MasterCard. When rdering gds and/r services frm the Internet, ensure that the site is 128- bit, SSL-encrypted as signified by the clsed lck symbl n the bttm f the web brwser. Ensure that the vendr is knwn and is reputable. Print the rder cnfirmatin frm frm the website. 5.2 Recnciliatin f Statement and Dispute Within ne business day fllwing the 15th f each mnth, the Crprate Purchase Card statement is available n the Bank f Mntreal Details Online site fr review and verificatin. If a dispute arises frm a transactin fr which the Crprate Purchase Card was used the Cardhlder must settle it directly with the supplier/merchant cncerned. If the dispute is nt reslved t the Cardhlder s satisfactin, the disputed item shuld be reprted t the Bank f Mntreal call centre at All disputed transactins are t be highlighted and identified n the statement with explanatins when submitted t General Accunting. If there are n changes t be made t department, accunt cdes r traveller name the Cardhlder prints the custm statement, attaches riginal receipts, prvides explanatins f valid business purpses, btains his/her Cst Centre Owner s (r designate) signed apprval n the statement and frwards the package t General Accunting within seven business days f the statement date. If the Cardhlder needs t change the department, accunt cdes r traveller name n any transactins, the Cardhlder has up t five business days frm the date they receive the statement t make any adjustments thrugh Details Online. Instructins

10 Page 10 f 11 APPROVED n hw t make changes are described in the user guide. The Cardhlder then prints the custm statement with the changes, attaches riginal receipts, prvides explanatin f a valid business purpse, btains his/her Cst Centre Owner s (r designate) signed apprval n the statement and frwards the package t General Accunting within seven business days f the statement date. Cst Centre Owners shuld ensure purchases are supprted by an riginal receipt, are prperly recnciled t the statements, have a valid business purpse and are charged t the crrect cst centre prir t sign-ff f the statements. Signed statements are sent t General Accunting fr review. The Crprate Purchase Card is nt t be used fr persnal purchases. Shuld the Cardhlder inadvertently use the card t make such a purchase the Cardhlder shuld remark in the nte sectin f the transactin that this item is persnal. He/she shuld attach a cheque payable t Fraser Health Authrity t cver the persnal purchases when the Cardhlder submits his/her mnthly statement. 5.3 Finance Prcedures General Accunting will review statements t ensure that receipts are attached and that the apprpriate authrity has signed ff the statements. General Accunting will als review transactins fr apprpriateness. Seven calendar days fllwing the 15th day f each mnth, General Accunting dwnlads all transactins frm Details Online which are then upladed int the Meditech system. 6. DEFINITIONS Cardhlders are thse staff wh have been authrized with a Crprate Purchase Card in accrdance with this plicy.

11 Page 11 f 11 APPROVED Crprate Purchase Card refers t cmmercial credit cards issued under the current banking arrangements. Cst Centre Owner refers t a staff member wh has budget respnsibility and spending authrity ver a particular cst centre r a department which may be made up f ne r mre cst centres. Department Directr must be a Directr fr a particular prgram r service area and must be a Cst Centre Owner as defined by this plicy. Emergent Situatin is defined as the inability t perfrm clinical duties due t the lack f medical/surgical supplies which cannt be delivered frm the Central Warehuse within a reasnable timeframe. Spending Authrity is the authrity t cmmit funds frm a specific cst centre as defined in Fraser Health s Limits f Spending Authrity plicy. Staff refers t all emplyees f Fraser Health and allied health prfessinals and physicians emplyed by Fraser Health. 7. REFERENCES Fraser Health Plicy: Fraser Health Plicy: Fraser Health Plicy: Fraser Health Plicy: Limits f Spending Authrity Signing Authrity Theft, Fraud and Crruptin Travel and Business Expenses

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