Visa
Purchasing policies
Misc
Thresholds
Who are we
100
Must get when making a charge on your Visa card
What is a detailed receipt
100
When does the policy apply
What is always, no matter where the funding comes from the policy is always the same. Failure to follow can lead to legal trouble and the potential to have to pay a second vendor.
100
Big box store that you need a membership
What is Costco, we have a membership and can share the number. Same rules apply in regards to H&S or purchasing policies, thresholds etc
100
Under $2,500
What is the amount that does not require workflow approval or pricing. Multiple orders can't be entered or charges split to get in under this amount.
100
Kim Archibald
Who is the Purchasing Manager, been with CCRCE purchasing for over 20 years.
200
They are great but can't be used when using CCRCE Visa.
What is loyalty points cards
200
Items are already on site
What is no purchase order will be issued, this should not be happening. unless paying with a Visa, if quotes were obtained or if not needed items should not be on site or ordered before the purchase order is sent to the vendor.
200
What is one of the biggest online platforms. All of CCRCE Amazon purchases must go through our Business account, delivered to the addresses set up in our system. We have policies around things that can't be purchased and may be rejected. We have uploaded a document on the intranet that has helpful information on what may be rejected and why. We are constantly reviewing with H&S.
200
Bid shopping, favourtism,non-transparency
What is what we can be accused of if we are not following the purchasing policies. Legal action can be taken by a vendor who feels we have awarded work without following the policies we have in place. When we go to tender we also must follow what we have written in the tender documents, it is a contract and failure to follow what is written in there can open CCRCE up to scrutiny and again a lawsuit.
200
Our role
What is to ensure that all policies for purchasing are followed. the policies are required by law. We are held to a high standard and open ourselves to lawsuits if we do not follow them.
300
If the purchase is not needed right away, what should be used for the purchase?
What is a PO, Visa should be used for the right now purchases.
300
Over $2,500 requisition
What is when workflow starts and Sandra/Chris will have to approve.
300
Where you can find standing offers
What is integrated services, it has a selection of what we have and what we know our staff need from Provincial or Federal offers. If you are curious if there is one for something please reach out.
300
Over $10,000
What is the amount when a public tender is required when it is for one item, multiple of the same or a group of items required to be used together (like a desk). Must be posted for a minimum of 10 business days.
300
CCRCE versus other RCE's/CSAP
What are things we may do, rules we follow re H&S, GPO's thresholds etc We have our own and although we are working to align all RCE's just because one RCE does it one way does not mean we all do. We have to follow what we have in place.
400
Hamster
What is the vendor we should be purchasing office supplies from. Online ordering not Visa.
400
Mid January/Mid February
What are when the cutoff dates for year end ordering take place.
400
Teams, Purchasing@ccrce.ca
What is how to reach us. We are very active on teams, we keep our calendars up to date so you can see if we are active, in a meeting or out of office. if emailing us using our generic purchasing@ccrce.ca email is the best one to use. We all have access and monitor it. If one of us is out we can see an conversation history and assist. We also use one for tendering so you may see emails come from that as well.
400
Over $2,500 and under $10,000
What is when three quotes are required. Over $2,500 we need three quotes for a purchase that is for one thing, a number of the same things or something that needs multiple things to be used. CCRCE needs to ensure we are not always asking the same vendors all the time. Sometimes if close to the $10,000 threshold it is in our best interest to publicly tender if we are not sure who all can provide pricing.
400
Kayla Olson
Who is the purchasing clerk, Kayla keeps me in line and is the front line for all of the questions re S4, and almost anything actually.
500
Should be rarely be used
What is a missing receipt form, these are for the rare occasion and when we have tried everything to get a receipt.
500
Fair, Open and Transparent
What is our mantra in Purchasing.
500
Directors
Who is the only person who can approve increases in visa limits, changes to tables (MCC Codes) which changes where cards can be used.
500
Sole source or compatibility requirements.
What is alternate procurement. This should be used only when we are 100% sure no other vendor can provide the product, or when we have a product already and need it to be the same or compatible. Currently we do not have to post these however that will be changing and prior to award we will have to post the intent to award to a particular vendor. This is to ensure that public entities only use this process when absolutely required.
500
Glenn Olson
Who is the Buyer, Glenn has been with CCRCE for 1.5 years. He supports our department by getting pricing and completing tenders as well as he is the guy who will order your Visa and review the policy with you.