{"id":6477,"date":"2011-05-17T10:11:13","date_gmt":"2011-05-17T14:11:13","guid":{"rendered":"http:\/\/carleton.ca\/finance\/"},"modified":"2025-09-22T14:48:18","modified_gmt":"2025-09-22T18:48:18","slug":"general-payments-under-25000","status":"publish","type":"page","link":"https:\/\/carleton.ca\/financialservices\/business-operations\/accounts-payable\/general-payments-under-25000\/","title":{"rendered":"Payments Under $25,000"},"content":{"rendered":"<p>What payment methods are available to me when making a payment under $25,000?<\/p>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-procurement-card-pcard\" aria-expanded=\"false\" aria-controls=\"slideme-procurement-card-pcard\" class=\"slideme__heading slideme__trigger\">Procurement Card (Pcard)<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-procurement-card-pcard\" aria-hidden=\"true\"><p><\/p>\n<p>The <a href=\"https:\/\/carleton.ca\/procurement\/pcard-procedures\/\" target=\"_blank\" rel=\"noopener noreferrer\">Procurement Card (Pcard)<\/a> 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.<\/p>\n<ul>\n<li>Reduces the cost and amount of paperwork required to purchase low value goods and services<\/li>\n<li>Improves the timeliness of purchases and control of Merchant payments<\/li>\n<li>Improves management reporting on purchasing activities<\/li>\n<li>Improves supplier negotiations of supply terms<\/li>\n<\/ul>\n<p>For more information please see the <a href=\"https:\/\/carleton.ca\/secretariat\/policies\/\" target=\"_blank\" rel=\"noopener noreferrer\">Procurement Card policy<\/a> (policy listed alphabetically on the University Secretariat&#8217;s website).<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-when-do-i-use-the-procurement-card-pcard\" aria-expanded=\"false\" aria-controls=\"slideme-when-do-i-use-the-procurement-card-pcard\" class=\"slideme__heading slideme__trigger\">When do I use the Procurement Card (Pcard)?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-when-do-i-use-the-procurement-card-pcard\" aria-hidden=\"true\"><p><\/p>\n<p>A Procurement Card (Pcard) can be used when purchasing goods or services under $10,000 that are not travel or hospitality-related, except for Riverbank Social on campus.<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-cheque-requisition\" aria-expanded=\"false\" aria-controls=\"slideme-cheque-requisition\" class=\"slideme__heading slideme__trigger\">Cheque Requisition<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-cheque-requisition\" aria-hidden=\"true\"><p><\/p>\n<p>The eShop Cheque Requisition form can be used for low value purchases as outlined below:<\/p>\n<ul>\n<li>Payment for services to individuals who are not employees or students of the University in accordance with the\u00a0Independent Contractor Questionnaire form<\/li>\n<li>Payment to vendors for services rendered or products that have been purchased where the vendor does not accept payments via the Procurement Card<\/li>\n<li>Awards, Prizes, and <a href=\"https:\/\/carleton.ca\/financialservices\/business-operations\/accounts-payable\/payment-to-a-small-business-or-individual\/\" target=\"_blank\" rel=\"noopener noreferrer\">Honoraria<\/a><\/li>\n<li>Refunds for over-payments\/ deposits<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-where-do-i-find-cheque-requisition-forms\" aria-expanded=\"false\" aria-controls=\"slideme-where-do-i-find-cheque-requisition-forms\" class=\"slideme__heading slideme__trigger\">Where do I find Cheque Requisition Forms?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-where-do-i-find-cheque-requisition-forms\" aria-hidden=\"true\"><p><\/p>\n<p><a href=\"https:\/\/solutions.sciquest.com\/apps\/Router\/Login?OrgName=Carleton\" target=\"_blank\" rel=\"noopener noreferrer\">Cheque Requisition forms can be found in eShop.<\/a><\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-what-is-considered-acceptable-cheque-requisition-form-supporting-documentation\" aria-expanded=\"false\" aria-controls=\"slideme-what-is-considered-acceptable-cheque-requisition-form-supporting-documentation\" class=\"slideme__heading slideme__trigger\">What is considered acceptable Cheque Requisition form supporting documentation?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-what-is-considered-acceptable-cheque-requisition-form-supporting-documentation\" aria-hidden=\"true\"><p><\/p>\n<p>Supporting documentation may include, but is not limited to:<\/p>\n<ul>\n<li>Invoices<\/li>\n<li>Original receipts\/internet receipts\n<ul>\n<li>If a receipt does not have the vendor&#8217;s name or item description, the requestor must write the vendor&#8217;s name and description on the receipt<\/li>\n<li>Receipts must match to the amount submitted for reimbursement, if not, a brief explanation should be provided to avoid any delay<\/li>\n<\/ul>\n<\/li>\n<li>Packing slips that clearly indicate the vendor, amount paid, and proof of ownership transferred (generally in conjunction with an order confirmation)<\/li>\n<li>A <a href=\"https:\/\/carleton.ca\/financialservices\/forms\/\" target=\"_blank\" rel=\"noopener noreferrer\">Certificate of Missing Documentation<\/a> form (listed alphabetically on Financial Services&#8217; Forms webpage) if an original receipt is unobtainable\/ lost. <strong>Note:<\/strong> This form is no longer used for SAP Concur Travel and Expense Reimbursement.<\/li>\n<li>Emails\/ Letters (Sponsorships and Honorariums may be supported with written notification including the details of the payment\/ award)<\/li>\n<li>University pamphlets and announcements (when paying an Honorarium)<\/li>\n<li>Independent Contractor Questionnaire\u00a0\u00a0and Confirmation of Information and Indemnification Agreement forms (these forms are found in <a href=\"https:\/\/www.carleton.ca\/eshop\" target=\"_blank\" rel=\"noopener noreferrer\">eShop<\/a>), in conjunction with an original invoice when service is being provided by an individual or small business outside of the University<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-what-is-considered-unacceptable-sap-concur-travel-and-expense-reimbursement-system-supporting-documentation\" aria-expanded=\"false\" aria-controls=\"slideme-what-is-considered-unacceptable-sap-concur-travel-and-expense-reimbursement-system-supporting-documentation\" class=\"slideme__heading slideme__trigger\">What is considered unacceptable SAP Concur Travel and Expense Reimbursement System supporting documentation?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-what-is-considered-unacceptable-sap-concur-travel-and-expense-reimbursement-system-supporting-documentation\" aria-hidden=\"true\"><p><\/p>\n<p>The following are<strong> not<\/strong> acceptable as backup documentation on their own, but may be acceptable in conjunction with one of the items listed above:<\/p>\n<ul>\n<li>Invoices which do not indicate payment has been made (specifically for reimbursement)<\/li>\n<li>Cashed cheques or copies of cheques made payable to a third party<\/li>\n<li>Credit card\/ bank\u00a0statements (unless accompanied by another proof of agreement, or as a currency exchange indicator)<\/li>\n<li>Credit card\/ debit\u00a0slips (except gas reimbursements or taxi receipts)<\/li>\n<li>Vendor quotes or statements<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-where-can-i-find-help-completing-the-cheque-requisition\" aria-expanded=\"false\" aria-controls=\"slideme-where-can-i-find-help-completing-the-cheque-requisition\" class=\"slideme__heading slideme__trigger\">Where can I find help completing the Cheque Requisition?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-where-can-i-find-help-completing-the-cheque-requisition\" aria-hidden=\"true\"><p><\/p>\n<p>The <a href=\"https:\/\/carleton.ca\/facts\/eshop\/\" target=\"_blank\" rel=\"noopener noreferrer\">&#8216;Cheque requisition forms for payment to vendors and independent contractors&#8217;<\/a> how-to sheet can be found on the FACTS website.<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-what-is-the-payment-turnaround-for-cheque-requisitions\" aria-expanded=\"false\" aria-controls=\"slideme-what-is-the-payment-turnaround-for-cheque-requisitions\" class=\"slideme__heading slideme__trigger\">What is the payment turnaround for Cheque Requisitions?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-what-is-the-payment-turnaround-for-cheque-requisitions\" aria-hidden=\"true\"><p><\/p>\n<ul>\n<li>Requisitions usually take 5-10 business days from the point the requisition is received in the Business Office.<\/li>\n<li>Ensuring completeness of the requisition and appropriate supporting documentation will help expedite the process.<\/li>\n<li>If a cheque is required <strong>rush <\/strong>(i.e. inside the 5-10 business days), <a href=\"&#x6d;&#x61;&#105;l&#x74;&#x6f;&#58;&#97;c&#x63;&#x6f;&#117;&#110;t&#x73;&#x2e;&#112;ay&#x61;&#x62;&#108;e&#x40;&#x63;&#97;&#114;l&#x65;&#x74;&#111;&#110;&#46;&#x63;&#x61;\" target=\"_blank\" rel=\"noopener noreferrer\">contact Accounts Payable<\/a> to notify of the requirement.<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n","protected":false},"excerpt":{"rendered":"<p>What payment methods are available to me when making a payment under $25,000?<\/p>\n","protected":false},"author":3,"featured_media":0,"parent":66,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","_mi_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":"","_links_to":"","_links_to_target":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - 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