1.    PURPOSE 

1.01     To establish a policy for the use of MakeWay Corporate Purchasing Cards (the “Cards”) as an efficient means of handling day-to-day purchases where direct invoicing of MakeWay is either unavailable or impractical.

1.02     The objectives of the policy are to define and ensure appropriate and authorized use of Cards; to ensure efficient administration through clear roles and responsibilities; and, to implement internal controls that minimize risk and liability to MakeWay, MakeWay Charitable Society (The Society) projects (“Projects”) and employees who are in possession of a Card (“Cardholders”).

2.    SCOPE

2.01     This policy applies to all MakeWay purchase card holders.

3.    POLICY

3.01    Cards are to be used only for legitimate expenses related to the business of MakeWay and its Projects.

3.02     Cards may be issue to :

•     MakeWay Foundation (“The Foundation”) employees for the purpose of paying operational and programmatic expenses, subject to the approvals listed below.

•      The Society Project employees for the purpose of paying project-related expenses, subject to the approvals listed below.

•      The Society Project Steering Committee members where a business case supports the need (e.g., the Project is small or in the start-up phase).  The Foundation Senior Management is responsible to review the business cases and approve as appropriate based on each specific situation.

3.03     A request for a new Card must be made in the prescribed form (the “New Purchasing Card Agreement Form”) and requires 3 levels of approval as defined below:

3.04    The credit limit for each Card will be based on monthly operational needs. For Project employees, the limit should be discussed and agreed with the Project Specialist.

3.05    Card expenditures are to be reconciled monthly in the appropriate format as defined by the Finance Department (the “Expense Claim”). Each Expense Claim must be approved by the appropriate approver as defined below:

3.06     Only the Cardholder should use the Card.

•     Each Cardholder is responsible for all transactions made with the Card bearing their name.

•     If the Cardholder designates someone to use the Card on their behalf, the Cardholder is responsible for all charges made.

•     The Cardholder is responsible for ensuring that appropriate receipts and documentation are retained and submitted with each Expense Claim.

3.07     The following uses are prohibited:

•     Cash advances, unless prior approval is received from the Project Specialist and the Director of Finance. Fees related to cash advances will be charged back to the Projects or Programs;

•     Personal purchases;

•     Payment of non-business expenses such as driving infractions and parking fines;

•     Payment of non-cash purchases such as mileage and per diems;

•     Payment of consultant fees resulting from a contract between MakeWay and a consultant.

3.08     In the event that a card is lost or stolen, the Cardholder must immediately report the lost/stolen card to the provider of the Card (“the Card Provider”). In addition, the Cardholder must notify the Director, Finance in writing as soon as possible.

3.09     In the event that there is a dispute about the price or quantity of  a transaction, the Cardholder is responsible for disputing the transaction with the merchant. 

3.10     If there is a transaction that the Cardholder does not recognize, or if action taken under section 3.09 does not resolve a disputed transaction :

•     The Cardholder is responsible for reporting this to the Card Provider immediately. 

•     The Cardholder must notify the Director, Finance in writing as soon as possible.

•     In the event that the Card Provider cancels the Card due to the information collected under section 3.09, the Cardholder must notify the Director, Finance in writing as soon as possible.     

3.11     For cards that are issued to employees of Projects:

•     In the event that the Cardholder fails to account for all transactions on the Card, all charges incurred on the Card shall be the responsibility of the employee’s Project. 

•     In the event that the employee leaves the organization, for any reason, without providing a final reconciliation of the Card, the Project is responsible for obtaining sufficient proof of expenditures and submitting a final Expense Claim.

•     Any amounts that are not covered by sufficient documentation are to be recovered from the unrestricted funds of the Project.  

3.12     In the event that the Cardholder’s employment with MakeWay is terminated, the Cardholder’s supervisor must notify the Director, Finance in writing. The Finance Department will take steps to cancel the Card immediately.

3.13     Failure to comply with the terms of this policy will result in a hold being placed on the Card, or cancellation of the Card.

3.14     Fraudulent or intentional misuse of the Card will result in disciplinary action, up to and including termination of employment, and may result in legal action against the Cardholder to recover funds.

4.    RESPONSIBILITY

4.01     It is the responsibility of the Director, Finance to approve New Purchasing Card Agreement Forms based on operational need.

4.02     It is the responsibility of the Director, Shared Platform to:

•     ensure that card limits as requested by Projects are reasonable and appropriate to the size of the Project. 

•     approve all New Purchasing Card Agreement Forms for Project employees.

4.03     It is the responsibility of the Finance Department to:

•     Review all New Purchasing Card Agreement Forms for completeness, and apply for new cards through the Card Provider. 

•     Request the cancellation of any Card being cancelled for any reason, through the Card Provider.

•     Send each Cardholder a monthly cardholder statement issued by the service provider (the “Monthly Statement”), along with a deadline for submission of the completed Expense Claim.

•     Pay the full account balance to the Card Provider each month on a timely basis, to ensure that no interest charges are incurred.

•     Monitor compliance of Cardholder to this policy.

4.04     It is the responsibility of Expense Approvers to:

•     Identify appropriate individuals to receive and use Cards.

•     Review Expense Claims for appropriateness of expenditures.

•    Notify the Finance Department immediately if a Cardholder is terminated.

4.05     It is the responsibility of the Cardholder to:

•     Obtain an acceptable receipt for each expenditure made on the Card in their name. 

•     Comply with the terms and conditions of the New Purchasing Card Agreement Form, and ensure that no prohibited purchases are made with the Card.

•    Maintain Card security to avoid unauthorized charges

•     Review each Monthly Statement and submit a completed and approved Expense Claim, along with adequate receipts and supporting documents, to the Finance Department by the monthly deadline provided by the Finance Department.

5.    DEFINITIONS 

5.01    “Card Provider” the current Credit Card provider is Desjardins Financial Group.

5.02     “Acceptable Receipt” is the acceptable documentation of an expenditure outlined below.

6.    REFERENCES and RELATED STATEMENTS of POLICY and PROCEDURE

 New Purchasing Card Agreement Foam