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Effective: September 21, 2005
Responsibility: Vice-President and Chief Financial Officer

• Appendix A
• Appendix B
• Appendix C
• Appendix D
• Appendix E
• Appendix F
• Appendix G - Exceptional Purchases via Internet
• Appendix H - List of actual national agreements
• Appendix I
• Appendix J

APPENDIX G - Exceptional purchases via Internet

In addition to following the normal Corporate policies and procedures and sound business practices, employees who acquire goods and services over the Internet must take additional measures to protect the Corporation especially when they use Corporate Credit Cards.

The CBC Technology department is responsible for setting, implementing and monitoring the technological standards that the Corporation is to follow. These include encryption protection, especially when credit cards are quoted and used for payment. Employees must not change the security settings installed by IT.

Finance and Administration is responsible for setting, implementing and monitoring the business practice standards that the Corporation is to follow. These are outlined in the procedures and guidelines below.

PROCEDURES AND GUIDELINES

1. The delegations of financial authority apply to e-Procurement transactions.
2. Procurement rules and principles stated in this policy (credit cards usage and related dollar limits, SMS involvement, procurement process, etc.) also apply to e-Procurement transactions.
3. Payments by credit card over the Internet shall be made only on an approved Corporate Procurement Card and can be made only:

   • If payment over the Internet is the only option;
   • For payments of conference, training or registration fees;
   • For other goods and services costing less than $1,000.00. Purchases over $1,000.00, must be processed through the SMS.

4. If SMS has made arrangements with certain vendors for the Corporation’s employees to have access to their electronic catalogues over the Internet, those persons using the catalogues are considered to have processed the acquisition through the SMS. Such an order is deemed to have been made by a Purchase Order.
5. The following guidelines apply:
   (a) Vendor Selection:
   One should deal with reliable vendors. If the SMS issues a list of approved vendors, these vendors should be consulted first. If one has not had experience with a particular vendor and it is not on the SMS’s list, one must ensure that it is a reputable vendor. The steps to follow include the following:

   • Locate and record a physical address and phone number;

   • Read the vendor’s policies, including security policy, privacy policy and return policy;

   • Look for certifications or sales on the site, call its support lines to establish that there are people there and check the Better Business Bureau (http://www.bbbonline.org);

   • Questions on the reliability of vendors should be referred to the SMS.

   
   (b) Availability of goods and services:
   
   The goods and services should be for the quality and quantity required with delivery at the time and place required.
   
   (c) Terms and conditions of sale:
   
   As well as the price, the terms and conditions of sale should be consistent with the quality and quantity of goods. Questions on insurance coverage should be referred to Insurance and Risk Management, Head Office.
6. Many sites store a user’s personal information and use passwords to protect this information. Credit card information and information related to other payment mechanisms should not be stored on-line. The following IT password requirements should be followed:
   

   • Passwords should be a minimum of 8 characters long;
   • Include upper case and lower case letters, numbers and special characters;
   • Whole words should not be used;
   • Passwords should be changed in accordance with IT guidelines

   
   Normally one should not provide more information to a vendor’s Internet site than is found on his/her business card.
7. Delivery should be made to a CBC address and received by the Receiving Department.
8. Invoices should be sent directly to the National Payment Centre and not to the person making the purchase.
9. One should keep copies of the transaction; links to on-line sites may change. Critical information that should be kept includes confirmations, dollar amounts, delivery dates, delivery methods, handling fees, warrantees and return policies.
10. Should one receive messages or have any concerns about viruses, one should contact the CBC IT Service Centre (ITSC) immediately.

APPENDIX H - LIST OF ACTUAL NATIONAL AGREEMENTS