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Visa Purchasing Card

The objective of the new Web based Purchasing Card program is.

  • To provide a convenient, efficient and cost effective system for purchasing and paying for lesser value goods and services, several options are available. $1,000, $2500, $5,000, $10,000 and $20,000 with no monthly transaction
  • To reduce delays in paying vendors, the need for petty cash fund, and the need to issue low value purchase orders.
  • Allows Card Holders to view their daily transactions, download their monthly statement and process any cost centre or account code changes online using the web.

The Purchasing Cards are not blocked for any vendor and can be used for any legitimate and approved requirements.Purchasing Cards are intended for the purchase of supply items needed for classroom or office needs and are not to be used to purchase Furniture or Computer Equipment.

Application Process – Call the Supply & Business Services at 604-599-2060 for additional information or emailing us at supply@kwanlten.ca

  1. Application form
  2. Brochure
  3. Brochure FAQ


For any other question regarding reconciliation, please contact:
Financial Reporting
[e] financial.reporting@kwantlen.ca [f] 604.599.2338
Angela Tao, Manager, Financial Reporting and Accounting Services [t] 604.599.2239
Amarjit Garcha, Accounting Analyst - Financial Reporting and Systems [t] 604.599.2941
Nonie Wooley, Accounts Payable - Systems [t] 604.599.2330

or visit the website below:
http://www.kwantlen.ca/finance/fast.html


Contact Information: 
Luciana Abbott, Buyer
Local 2236

Christopher Hall, Buyer
Local 2136

Kathie Hicks, Senior Buyer
Local 2133

Christine Monroe, Manager
Local 2237

Scott Gowen, Director
Local 2134

Other Information About Using the Card

  • Treat you Purchasing Card like your own credit card.
  • The Card Administrator for Kwantlen, is the Supply & Business Services Department.
  • Your are the only one authorized to use your Purchasing Card, please keep it and the card number secure.
  • Go to/call supplier and indicate you will be using VISA to pay. If supplier does not accept Visa make note and refer to the Card Administrator.
  • Choose items at agreed upon price.
  • Give VISA number and expiry date to supplier for authorization.
  • Once authorized, ensure receipt is sent with order, no invoice is required.
  • Confirm order by Fax if necessary, order will be shipped directly to you.
  • Record and/or File all transactions records and information in a File Folder or Diary each month
  • Upon Receipt of order, ensure packing slips and/or receipts are retained in your Files

If You Have an Authorization Problem

  • Have supplier call 1-800# on back of your card, direct line to VISA.
  • They can override immediately if transaction has not exceeded Card Limits.
  • If limit is exceeded, call Card Administrator to discuss next step.

Dispute Resolution

  • Supplier related (shipment delays, errors, product quality, short shipments) Cardholder to resolve with supplier directly.
  • Non-supplier related (unknown charge on Statement) refer to Card Administrator.

Lost or Stolen Cards

Anywhere in North America call 1.800.588.8067, outside North America call collect 416.306.3636, or call the Purchasing Office. Your old Card will be canceled and a new Card issued.

Protecting Your Card

  • Never leave your credit cards unattended at work. There are more card thefts in the workplace than in any other single location.
  • Don't leave credit cards in your vehicle. A very high proportion of credit cards is stolen from motor vehicles.
  • Always check your card when it is returned to you after a purchase. Make sure it is your card.
  • When traveling, carry your cards with you, or make sure they are in a secure location.
  • Report lost or stolen cards immediately. Most fraudulent use of cards takes place within days of their being stolen.
  • Sign the back of a new card as soon as you get it. Destroy unwanted cards so no one else can use them.
  • Make a list of all your cards and their numbers. This information is helpful when reporting lost or stolen cards.
  • Always check your monthly statement. Make sure the charges are yours.
  • Never give your card number over the phone unless you are dealing with a reputable company. The only time you should give it is when you called to place an order. The VISA Card is to be used only by the Cardholder. Purchases can be made over the telephone; however, reasonable precaution should be taken to avoid the risk of unauthorized use of the Card Number.