Purchase Card: for small dollar value purchases of goods and services

The Purchase Card (P-Card) program is designed to streamline purchasing processes for eligible government employees while ensuring proper oversight and adherence to procurement policies. 

P-Cards are suitable for small dollar value purchases of approved business-related goods. The P-card does not replace standard procurement practices and policies. 

Recommended for 

• Small dollar value purchases  

Why use a P-Card? 

• Provides a simple way to purchase from local suppliers 
• Can increase the efficiency and cost effectiveness of government purchases by combining multiple purchases into one payment 
• Can use it to purchase from a corporate supply arrangement (CSA), standing arrangement, or in conjunction with other small dollar value procurement tools such as the non-binding request for quote (NRQ) 

Considerations  

• Does not replace standard procurement practices. As noted in the Purchase Card Manual, “For purchases in excess of $1000, at least three competitive quotations [must] be obtained before making the purchase.” 
• You are required to obtain pre-approval from an expense authority (preferably in writing) before purchasing items, document as appropriate  and keep a record of all paperwork, including  receipts, packing slips, correspondence and approvals.   
• Purchases cannot exceed the maximum approved transaction limit and monthly limit of the card 
• It is not acceptable to split a purchase into multiple purchases where the total price would exceed the transaction limit on the card or where this would avoid procurement obligations 
• You must purchase from a CSA, multi-use list or standing arrangement if there is one that meets your business needs  
• If there is no arrangement that meets your needs, you must attempt to get three quotes (if the purchase is $1000 or more) to ensure value for money 
• Only the designated cardholder can make purchases on behalf of the Province and they cannot delegate authority to anyone else 
• Cardholders must receive adequate training as required by their ministry 

Next steps 

• Contact your ministry card coordinator or branch administrator to get more information on how to access a P-Card