Visa Purchasing and Corporate Card Programs
Lakehead University's credit card program consists of two types of cards: the purchasing card, for procuring and paying for low value goods and services, and the corporate card, for travel and hospitality services.
For both programs, a card is issued in both the cardholder's name and that of Lakehead University. To receive either Visa card, please email the complete application(s), found below, to Dianne, Administrative Officer, at creditcard@lakeheadu.ca. Separate purchasing and corporate card applications need to be completed should you require both cards.
Please note: New credit card applications will be processed once a month, during the third week of the month. It can take up to two weeks for the physical card to arrive in Financial Services (Thunder Bay campus).
Purchasing Card
Note: The purchasing card program operates as an addendum to the Procurement Policy.
The statement reconciliation for the purchasing card occurs monthly. Cardholders are responsible for checking their name-based emails for a notification of whether they are required to submit a statement at the start of each new cycle. Failure to adhere to submission deadlines will result in the temporary suspension of the pcard.
You are required to submit itemized, detailed receipts that state: the vendor, the date of purchase, the individual line items of goods or services purchased and their value, and a pricing breakdown including whether taxes were incurred. Please retain original hard-copy receipts for seven previous years.
Visa Purchasing Card Application: All fields must be completed and the form must be approved.
Visa Purchasing Card Procedures Guide: Rules and restrictions for using the p-card.
Visa Purchasing Card Electronic Procedure Instructions: step-by-step instructions for submitting monthly pcard statements via Access Online
Cash Handling Policy (re: Gift Cards)
Ineligible Operating Expense List
Corporate Card
Note: The corporate card program operates as an addendum to the Travel and the Hospitality Policies. All purchases made with the corporate card must be for University business
The corporate card is not paid automatically and cardholders are responsible for ensuring the monthly balance is paid in full before the close of the next statement cycle. As such, any late fees incurred will not be reimbursed by the University.
Visa Corporate Card Application
Hospitality (Entertainment) & Working Expense Policy
US Bank Corporate Card Benefits (Insurance)
Renting a Vehicle for University Business
Financial Services has created a flowchart to help guide employees when renting a vehicle, in order to ensure proper policies and procedures, including risk management, are followed.
Flowchart when Renting a Vehicle for University Business
Verbal Flowchart when Renting a Vehicle for University Business: this option is an AODA-compliant version of the flowchart, which should work with a screen reader.
If you rent a vehicle using a Lakehead Corporate Card, you must follow the stipulations laid out in the US Bank Auto Rental Collision/Loss Damage Insurance document. It is a cardholder's responsibility to rent a vehicle within these parameters to have the CDW insurance remain in effect.
Please also be aware of the policy regarding Use of Personal Vehicle for University Business.