Commercial Card Policy
Context and Purpose
Vancouver Community College (VCC; the College) has a commercial credit card program (C-Card) that allows authorized Cardholders to pay for expenses and provides access to an online program management and reporting tool. The C-Card program is designed to save time and manage costs and efficiencies.
The purpose of this policy is to outline the framework in which the C-Card program is administered.
Scope and Limits
This policy applies to all VCC employees.
Principles
- The C-Card shall be used as an alternative payment method for the purchase of goods and services that are legitimate, appropriate, reasonable, non-recurrent, low risk and in accordance with College policies and procedures.
- C-Cards will only be issued to VCC employees. C-Card will not be issued to third party contractors.
- Information about responsibilities will be provided to all Cardholders. It is a mandatory requirement for cardholders to sign an agreement that acknowledges receipt of the C-Card and agrees to all aspects of C-Card Program compliance.
- The College reserves the right to require Cardholders and/or Approvers to reimburse ineligible purchases.
- Use of a C-Card for personal purposes, fraudulent activity, or unauthorized purchases are serious offenses and may be subject to disciplinary action, up to and including termination of C-Card privileges, employment and/or prosecution.
- Employees are encouraged to report instances of noncompliance with this policy without fear of reprisal or retaliation.
Definitions
- Approver
- The appropriate spending authority duly appointed to authorize expenditures by virtue of the approved operating budget.
- Cardholder
- An employee of the College authorized by a senior administrator to carry a C-Card.
- C-Card Administrator
- A College employee(s) designated by the CFO to administer the C-Card program.
- Employee
- An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
- Itemized Receipt
- A receipt provided by the vendor or supplier which itemizes the goods or services purchased, and indicates the date, the name of a facility, a description of all items, amount of taxes charged and a total. A credit card receipt is not considered an itemized receipt.
- Reviewer
- Appointed by the Cardholder to review and reconcile C-Card expenses.
- Spending Authority
- An individual who has been duly appointed to authorize expenditures by virtue of the approved operating budget.
Related Resources
VCC Policies
- Expenses and Travel (110)
- Signing and Spending Authority (114)
- Procurement (130)
- Safe Disclosure (203)
Other Resources
- Financial Information Act, RSBC 1996, c 140
Forms
- C-Card Request Form (login required)
- C-Card Lost Receipt Declaration (login required)
Internal Documents
- VCC C-Card Program Handbook (login required)
- C-Card Cardholder Agreement (login required)
- C-Card Violation Report (login required)
Generated at: 8:41 am on September 18, 2026