FAQ
Staples Advantage | Electronic Ordering | Pesticide Kits | Protocol and Recognition | Expense Authority
The Distribution Centre Victoria (DCV) provides the BC Government and Broader Public Sector entities with Computer / Laptop Accessories, Forms Management, Protocol and Recognition products and Warehousing and Asset Management Services.
What is the physical address and mailing address for the Distribution Centre Victoria?
742 Vanalman Avenue
Victoria, BC
V8W 9V7
Mailing address is:
Distribution Centre - Victoria
PO BOX 9455 STN PROV GOVT
Victoria BC V8W 9V7
What are the hours of operation for Distribution Centre Victoria?
| Victoria Office | 8:30 am to 4:00 pm |
| Warehouse | 8:00 am to 4:00 pm |
Staples Advantage
How do I get a Staples Advantage Eway account?
A registration form is available Here. Please allow 24 – 48 hours to receive your new account information (including user ID and password).
My account is set up with the wrong address when I first log on, what should I do?
All accounts have been set to a default "ship to" account. When you log in, you will be required to update your current "ship to" location.
How do I go about getting new employees trained up on the Staples Advantage Eway site?
Pre-recorded webinars will be available on both Eway.ca and the DCV Shopping Cart. You can also contact your local Staples Advantage Account Manager to request further training.
How can I get a catalogue?
Catalogues will be shipped out with your first order. Additional catalogues can be requested by calling 1-877-272-2121 and asking for your local Staples Advantage Account Representative.
When I go to order a specific product, there is a red X indicating "product is restricted by your organization". Does that mean I cannot order it?
Yes, that is correct. The negotiated agreement between the BC Government and Staples Advantage allows for only the purchase of office supplies and stationery (for core government only). Other commodities such as furniture and technology are available for purchase through the CSA site or the restructured DCV Shopping cart.
Is the price in the catalogue the price we pay?
No. The actual price you pay is shown on the Staples Advantage Eway.ca ordering site. The Staples Advantage Catalogue is only used as a product reference guide.
What if I cannot find a product in the Staples Advantage catalogue? Who do I contact?
You can contact our Customer Care representatives via email, phone or "live chat" at Eway.ca for assistance.
Is there an escalation process to address any issues or concerns I have?
Yes. In the event of an issue with the good or services provided by Staples Advantage, please contact your Staples Advantage Customer Care Specialist at 1.877.272.2121. If you are unable to have the issues resolved in this manner, you will be forwarded to your Staples Advantage Account Representative for a resolution. If, thereafter, your issue is still not resolved, please contact the Distribution Centre Victoria.
If I have a product on backorder that causes my order to be less than $50.00, will I be charged the "Fifty Green" $5.00 fee?
No. The $5.00 fee only applies to full orders that are under $50.00.
Is there a charge to return products? I see a 15% restocking fee noted in the User Guide?
There will be no restocking fee if goods are returned within 90 days of receipt and are in re-salable condition.
Can I open an account and have an invoice sent monthly?
No. The negotiated contract for "core government" specifies that all office products ordered must be ordered by way of credit card (purchasing card).
I don't have a purchasing card. Can I use my supervisors' purchasing card or share a card with a co-worker?
Purchasing card holders are required to abide by the terms and conditions of the purchasing card, which prohibit the sharing of cards.
I don't have a purchasing card. How do I get one?
You will have to contact your Ministry's Purchasing Card Coordinator to get obtain approval and access to a purchasing card.
I am an expense authority. Will I lose control for sign-offs of purchasing card expenditures?
No. The process for sign-off of purchasing card reconciliation will remain exactly as it is today. All of the obligations of purchasing card authorities, qualified receivers, and expense authorities are unchanged.
Can I use my personal credit card to order office products for my office?
No. Government policy (Core Policy and Procedures Manual - B.2.3 core policy 4.3.9) requires that small purchases be made using the government purchasing card.
Is the credit card information stored on our accounts secure?
Yes. The BC government has reviewed Staples Advantage encryption technology security standards – they comply with current industry standards.
Will there be an Employee Purchase program?
Yes, Staples Advantage will be introducing an employee purchase program before the end of January 2015.
Where do I order government forms from now?
The DCV will continue to provide Forms Management Services for ministries and government funded agencies through the Distribution Centre Victoria.
DCV Electronic Ordering
How do I order product from the DCV shopping cart?
Orders are either created by or sent to a Expense Authority. Contact DCV Customer Service or call 250-952-4460 for assistance.
What are DCV's Shipping charges?
As of January 1st, 2017, DCV has restructured our shipping/handling fees to our new Environmental Fee that will go towards our green program and promote consolidation of orders, thus reducing our carbon footprint. All orders over $100.00 will be free, orders $50.00-$99.99 will incur a $2.50 environmental fee, and all orders under $50.00 will incur a $5.00 environmental fee.
What is DCV's return policy?
If an product is mistakenly ordered, defective, or sent to you in error, contact DCV Customer Service or call 250-952-4460 for assistance.
The process is easy, efficient, and straight forward. The following items are accepted for full credit or exchange:
- When they are returned with their packing slips and/or sales order and items are re-sellable.
- When they are returned, unopened, in their original packaging, within 90 days of purchase, and therefore, are re-sellable.
- When you have ordered it in error and items are re-sellable.
- If the product was sent in error.
- Defective and/or faulty product.
There are rare occurrences when we cannot accept a return:
- When the product is past an expiration date and thus not re-sellable.
- When items original packaging has been compromised and thus not re-sellable.
Please contact DCV Customer Service or call 250-952-4460 for assistance with all returns.
Pesticide Kits
What are Pesticide Training Materials? Why do I need them to apply or dispense pesticides?
Referred to as Pesticide Kits, these training materials are mandatory for the application and the dispensing of pesticide products in British Columbia. The Distribution Centre-Victoria represents the Ministry of Environment by storing and selling the study materials on their behalf. There are over 13 separate study kits to choose from. Please contact our customer service staff at 250-952-4460 and we will assist you.
Why is certification required?
Reception at the Ministry of Environment will be able to assist you in any questions you may have regarding certification. Please call 250-356-0475 for further direction.
Once I have purchased my Pesticide Kit from the DCV, where do I write my examination? How much does it cost to write?
All B.C. candidates are required to call 1-866-205-2102 to register with a Service B.C. Government Agent. Please leave your personal information message and an agent will return your call to arrange a location nearest you to write your examination. The exam fee is $90.00, paid prior to the writing of your exam.
Once I successfully complete my exam, how long is my certification good for?
Candidates who obtain a grade of 60% - 74% receive 1 year certification. Candidates who garner a 75% or better receive a 5 year certification. Candidates who score 59% or lower receive no certification but are able to re-write (a re-write fee of $90.00 is required) immediately after receiving their score.
What if my certification is Out-of-Province?
Certification from out-of-province is transferable to B.C. only if the British Columbia exam is written and passed. The total eligible certification is 5 years, regardless of when your certification expires from a different province. Exam fee of $90.00 is required.
What if my study materials were used for a previous examination and I need to renew my certification, are the same study materials applicable?
There is a good chance you are able to use the same study materials. Revisions and, therefore, new editions are generally intermittent. Please call reception at 250-356-0475 of the Ministry of Environment for assistance.
Protocol and Recognition
Who can order Protocol and Recognition items?
Government employees and government entities have access to purchase these items.
For what occasions are Protocol and Recognition items ordered?
For visits by dignitaries, for conferences and special events, for employee or volunteer recognition, and for retirement gifts.
What is Specialty Giftware?
Any giftware item that can be customized is considered specialty giftware. This is achieved by engraving, embossing, or embroidering the chosen specialty giftware item. A number of unique items are available upon request. Please contact Jacqueline Driesen for specialty giftware assistance.
How long for delivery of Protocol and Recognition items?
Delivery is 2-5 business days for protocol giftware. Specialty giftware requires delivery time allowances due to its custom applications. An estimate delivery date will be provided when your order is placed. Contact Jacqueline Driesen for more information.
Expense Authority
What is a Registered Expense Authority
A Registered Expense Authority must approve electronic orders sent to their email address from the initiator of the DCV order. If an expense authority wishes to approve an order, they click on the "Reply" icon, type, "Approved", and then click, "Send". If an expense authority does not wish to authorize an order, they click on the "Delete" icon and as a result, the order will not be received by the DCV.
How do I become a Registered Expense Authority?
You must obtain expense authority approval from the ministry you are employed with. Once expense authority within your ministry is established, contact the DCV to become a Registered Expense Authority. We will advise you of the Senior Financial Officers of your ministry who validate Spending Authority approval for the DCV electronic cart. Please contact Customer Service at 250-952-4460 for assistance.
If my Expense Authority is away, how do I place an order ?
Contact our Customer Service staff at 250-952-4460 or email us at DCVCustomerSer@gov.bc.ca
Do I have to be a Registered Expense Authority to place orders on the online DCV catalogue?
No, registration is not required. To place an order as an expense authority, registration is required. Without registered expense authority approval, orders do not get through for processing. Please contact Customer Service at 250-952-4460 for assistance.
