Payments Under $25,000

The Procurement Card (Pcard) provides the fastest means by which to pay a vendor directly, and is commonly accepted by vendors who are traditionally set up to receive payments by credit card.

• Reduces the cost and amount of paperwork required to purchase low value goods and services
• Improves the timeliness of purchases and control of Merchant payments
• Improves management reporting on purchasing activities
• Improves supplier negotiations of supply terms

For more information please see the Procurement Card policy (policy listed alphabetically on the University Secretariat’s website).

A Procurement Card (Pcard) can be used when purchasing goods or services under $10,000 that are not travel or hospitality-related, except for Bakers on campus.

The eShop Cheque Requisition form can be used for low value purchases as outlined below:

• Payment for services to individuals who are not employees or students of the University in accordance with the Independent Contractor Questionnaire form
• Payment to vendors for services rendered or products that have been purchased where the vendor does not accept payments via the Procurement Card
• Awards, Prizes, and Honoraria
• Refunds for over-payments/ deposits

Cheque Requisition forms can be found in eShop.

Supporting documentation may include, but is not limited to:

• Invoices
• Original receipts/internet receipts
  • If a receipt does not have the vendor’s name or item description, the requestor must write the vendor’s name and description on the receipt
  • Receipts must match to the amount submitted for reimbursement, if not, a brief explanation should be provided to avoid any delay
• Packing slips that clearly indicate the vendor, amount paid, and proof of ownership transferred (generally in conjunction with an order confirmation)
• A Certificate of Missing Documentation form (listed alphabetically on Financial Services’ Forms webpage) if an original receipt is unobtainable/ lost. Note: This form is no longer used for SAP Concur Travel and Expense Reimbursement.
• Emails/ Letters (Sponsorships and Honorariums may be supported with written notification including the details of the payment/ award)
• University pamphlets and announcements (when paying an Honorarium)
• Independent Contractor Questionnaire  and Confirmation of Information and Indemnification Agreement forms (these forms are found in eShop), in conjunction with an original invoice when service is being provided by an individual or small business outside of the University

The following are not acceptable as backup documentation on their own, but may be acceptable in conjunction with one of the items listed above:

• Invoices which do not indicate payment has been made (specifically for reimbursement)
• Cashed cheques or copies of cheques made payable to a third party
• Credit card/ bank statements (unless accompanied by another proof of agreement, or as a currency exchange indicator)
• Credit card/ debit slips (except gas reimbursements or taxi receipts)
• Vendor quotes or statements

The ‘Cheque requisition forms for payment to vendors and independent contractors’ how-to sheet can be found on the FACTS website.

• Requisitions usually take 5-10 business days from the point the requisition is received in the Business Office.
• Ensuring completeness of the requisition and appropriate supporting documentation will help expedite the process.
• If a cheque is required rush (i.e. inside the 5-10 business days), contact Accounts Payable to notify of the requirement.