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PCard Regulation

Publication Date: March 13, 2002
Revision Date: April 30, 2024 - V 10
Effective Date: April 30, 2024

Related Memorandums, Announcements, and Revision Notes

April 30 2024 - Version 10: Removal of the word "sabbatical" from section PR5.2.1.

February 1, 2024 - Version 9.9: PCard transaction limit updated from $2,500 to $5,000. Updated the regulation to include "Delegate" wherever FFM is mentioned, in order to read FFM/Delegate.

December 20, 2023 - Version 9.8: Updated with new McGill terminology (Principal to President)

July 11, 2023 - Version 9.8: Updated R10.8: Travel expenses to include Local conferences and the following paragraph: Please note that this does not apply to local and virtual conferences that are to be charged on Research Grants and Contracts (2F and 2M fund types). These conference registrations must continue to be processed via a Travel Advance and/or Expense Report.

March 31, 2023: Version 9.7: Updated: R1.7: Cancellation of PCard from 3 years to 1 year; R10.8: Travel Expenses to include: Virtual conference registrations where no travel expenses will be incurred (e.g. hotel, airfare, rail, meals, etc.) are not considered prohibited transactions since there is no travel involved. Virtual conference registrations can therefore be charged on a PCard; R11.3 Renamed Chart for purchases on non-research grants to New Computers (Desktops/Laptops) and Monitors Purchased on Non-Research Grants (non-2F/2M). Removed R9.2 (failure to upload a proof of purchase). Help, PCard Billing Address, and FAQs were moved to the PCard webpage under Guide to Financial Management - channel news.

December 7, 2022 - Version 9.6: Updated R8.6: Please note: an automated control was implemented on December 7th, 2022 - channel news

June 20, 2022 - Version 9.5: Added R11: New Computers, Computer Components and Computer Accessories

June 15,  2022 - Version 9.4 Updated R10: revised the note under Purchases made from enabled eCatalog suppliers on MMP

June 13, 2022 - Version 9.3 Updated R10: Travel expenses and New Computers, Computer Components and Computer Accessories.

May 31, 2022 - Version 9.2 Updated R10: added a note to Purchases made from enabled eCatalog suppliers on MMP

May 9, 2022 - Version 9.1 Updated R10: Added Printing Services to McGill University department/unit and for Travel added registrations for virtual conferences/workshops/courses, PCard can be used for certain situations.

April 22, 2022 - Version 9.0 Added New Computers, Computer Components and Computer Accessories to Prohibited Transactions

March 18, 2022 - Version 8.9 - Updated R5.3 The cardholder is forbidden to email their credit card number to PCard Administration, to any supplier or Staff member as it can easily be intercepted.

February 22, 2022 - Version 8.8 - Updated R10. removed memberships.

February 10, 2022 - Version 8.7 - Updated R10. to include workshop/course registration.

February 8, 2022 - Version 8.6 - Removed Cloud Services from R10. as per recent memo from Procurement Services.

January 6, 2022 - Version 8.5 - Updated R10, removed Travel & Entertainment and replaced with Travel and Other Expenses that are to be processed via Travel Advances and/or Expense Reports. Examples include but not limited to: travel-related expenses, meals & entertainment, conference registrations, memberships, etc. Also, provide the link for the Reimbursement of Travel and Other Expenses Policy.

December 16, 2021 - Version 8.4 - Updated R10, gift cards and gift certificates.
All Gift Cards, Gift Certificates (including but not limited to pre-paid debit/credit cards) and Gifts (including but not limited to chocolate, gift baskets, flowers)

September 16, 2021 - Version 8.3 - Updated Cloud Services. Approval from Procurement Services must be given prior to making the purchase. Cloud Services not approved by Procurement Services must be reimbursed to McGill University.

September 1, 2021 - Version 8.2 - Removed Paypal from R10. Prohibited Transactions also added the following to R8.6 "Proof of purchase must include name of supplier, full description of what was purchased and amount."

July 21, 2021 - Version 8.1 - Updated R10. - added Home Internet

July 14, 2021- Version 8.0 - NEW PCard Regulation, Procedures and Application form. Refer to the Communication sent out over the FIS & PCard Listservs.

February 25, 2021- Version 7.6 Updated R1. - Default Fund: to include Endowed Chairs and Endowed Professorships.

November 30, 2020- Version 7.5 Updated R6. - added home internet.

November 2, 2020 - Version 7.4 Updated R4. - added credit card cannot be emailed. and R6. - Added Purchases of gift card or gift certificates are prohibited.

September 25, 2020 - Version 7.3 Updated PR6.3 - the card can no longer be deactivated, the only option is to have the card cancelled.

September 22, 2020 - Version 7.2 Updated R1. PCard Glossary - added information for in-store purchases.

September 15, 2020 - Version 7.1 Updated R1. PCard Glossary - removed  the term Documentation Envelope. Removed PR4. Transaction Log.

August 26, 2020 - Version 7.0 Updated R1. PCard Glossary, PCard Supporting Documents, R13. And R17.2 to include digitized supporting documents.

August 25, 2020 - Version 6.6 Updated R.7: Added the word approved as per communication sent out over the FIS Listserv.

April 6, 2020 - Version 6.5: Overview section - Replaced the word Overview with Purpose and Scope;

Nov 18, 2019 - Version 6.4 updated R6. to add: Cloud services (refer to Cloud Directive on the IT Services website)

Sep 16, 2019 - Version 6.3 updated R8. to add: If a PCard is lost or stolen, it is the responsibility of the Cardholder to call the Card Issuer and subsequently email the Central PCard Administration Team.

R9. to add: If the Cardholder is not able to resolve the dispute with the supplier within 30 days, the Cardholder must:

  • Flag the dispute on MOPS
  • Call the Card Issuer
  • Send an email to the Central PCard Administration Team

Updated PR5.1. & 5.2. to match R9.

June 17, 2019 - PR1.2. & PR8. updated to include the PCard Application forms for Faculties and Admin Units.

June 12, 2019 - Version 6.2 updated R17.2 to say, Collecting, organizing, uploading and/or retaining supporting documents for seven (7) years from the date of the transaction.

May 29, 2019 - R7. updated to include For Faculties, Faculty Financial Officers (FFOs) must also approve and sign the PCard Application.

Sep 12, 2018 - Version 6.0: R14. updated to include: PCard Transactions that are automatically assigned the Default FOAPAL are not acceptable and as such, the Cardholder is deemed non-compliant. Two emails containing warning messages will be sent by PCard Admin to non-compliant Cardholders. The third time the Cardholder is deemed non-compliant, their PCard will automatically be cancelled. The period for determining non-compliance is the fiscal year.

Jan 22, 2018 - The McGill Online PCard System (MOPS) has been updated to include two new enhancements: Granting Agencies and Institutional Oversight for Research Grants and Contracts; Uploading PCard Supporting Documents when Reconciling

April 26, 2017 - The online certification program housed on the Procurement Services website has been replaced with the PCard Questionnaire published on the Financial Services website. All references to the online certification have been updated.

February 22, 2017 - This Regulation used to be published on the Procurement Services website as the document Procurement Card Policies and Procedures.

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