Standard Operating Procedure Payment Requisition

Transcription

1 Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin Standard Operating Prcedure Payment Requisitin Effective Date: January 2016 Descriptin: This dcument prvides instructins n hw t cmplete the Payment Requisitin Frm. Purpse f the Payment Requisitin Frm The Payment Requisitin is a frm fr use by internal cmmunity members when requesting payment t an external vendr. A Payment Requisitin cnfirms that the purchase has been supplied by the vendr accrding t the agreed upn terms and cnditins, and that the authrized signing authrity has apprved the vendr charges. When Must a Payment Requisitin be cmpleted? A Payment Requisitin must be cmpleted fr ALL payments t external vendrs, ther than gds r services acquired thrugh the fllwing means: Purchase Order (General, Prject, r Blanket) University Purchasing Card (PCard) Electrnic Vendr Invicing (EVI) A Payment Requisitin shuld be prepared upn receipt f the vendr s invice, and nce authrized, must be frwarded t Accunts Payable fr timely prcessing. Incmplete Payment Requisitins received by Accunts Payable will nt be prcessed, and will be returned t the preparer. Instructins n Cmpleting the Payment Requisitin Unless therwise nted n the frm, all fields must be cmpleted. 1. A Payment Requisitin must be attached t the vendr s riginal invice. Duplicates r cpies will nt be accepted. 2. In the Pay T, list the vendr s name. Nte that the name must be exactly the same as the ne that appears n the invice. 3. In the Vendr Address sectin, indicate the vendr s address (where the payment shuld be mailed t). The address must be exactly the same as the ne that appears n the invice. 4. In Reasn fr Payment, describe the type f gd r service that was purchased as well as references t supprting dcumentatin (such as invice number). Prvide as many details as pssible. Fr gds/services purchased fr resale t third parties, identify the third party in this sectin. 5. In the Currency field, indicate if the vendr is billing in Canadian r U.S. funds. Accunts Payable will issue the payment in the required currency. Nte that the currency must agree t the denminatin shwn n the vendr s invice. 6. The Chartfield(s) T Be Charged sectin is used t cdify hw the charges shuld appear in Yrk University s general ledger. If there are insufficient rws available fr the chartfield distributin, attach additinal Payment Requisitin Frms; highlight t Accunts Payable that there are multiple pages, ntating n each page Page # f #. Page 1 f 5

2 Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin 7. In the Prcurement Check Bx sectin, indicate the reasn why this payment is nt being made against a Purchase Order. Further details regarding this requirement are prvided under the heading Cmpliance with Prcurement Prcedure. 8. In the Prepared by field, the individual preparing the Payment Requisitin must print his/her name and sign where indicated. 9. In the Apprved by field, the signing authrity n the cst centre(s) being charged must read and sign the certificatin where indicated. A Payment Requisitin must be prepared and apprved by separate individuals. 10. Send the cmpleted frm t Accunts Payable, 4747 Keele, Finance Department. Vendr Invices Accunts Payable will nly accept riginal invices. Duplicates r cpies are nt acceptable. The name f Yrk University must appear n the vendr invice. Invices must be addressed as fllws: Yrk University (Department r Faculty name) 4700 Keele Street Trnt, Ontari M3J 1P3 Attn: Department r Individual r Yrk University Glendn Campus (Department r Faculty Name) 2275 Bayview Avenue Trnt, Ontari M4N 3M6 Attn: Department r Individual The vendr s HST registratin number must be displayed n the invice. Only suppliers registered with Canada Revenue Agency are able t cllect HST n behalf f the Gvernment f Canada. This HST registratin number allws Yrk t btain the applicable rebates. If a Canadian vendr is nt charging HST because f the small supplier exemptin, this must be nted n the vendr invice. Cmpliance with Prcurement Prcedure All payments made t vendrs must be in cmpliance with the University s Prcurement f Gds and Services Prcedure. It is the respnsibility f the preparer and signing authrity t cnfirm that vendr payments are in cmpliance with the University Prcurement Prcedure. Page 2 f 5

3 Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin Hw t Cmplete the Prcurement Sectin Payments nt made fr gds r services acquired thrugh a Purchase Order can nly be fr the reasns nted belw. If selecting the ther field, additinal dcumentatin is required explaining the circumstances. Preparers and Apprvers must ensure the apprpriate selectin is made. Cmpletin f the checklist is mandatry. Incmplete frms will be returned t the Preparer fr crrectin. This purchase is NOT n a Purchase Order fr the reasn nted belw. Please check the bx, and if applicable, prvide the reference number that applies t this payment request. Standing Agreement/Cntract Reference Number Ttal payments t abve vendr in fiscal year will be < $10,000* Payment fr gds r services fr resale Payment t a Regulatry Agency Refund (fr a curse, parking, etc.) Definitins fr each item are lcated in the Standard Operating Prcedure. Checklist Definitins Off campus event venue Catering Other * The individual apprving the payment request is respnsible fr ensuring that cumulative purchases frm the same vendr d nt exceed $10,000 (excluding taxes) in a fiscal year. Standing Agreement/Cntract Reference Number Vendr(s) f Recrd (VOR) are established by Prcurement Services fr use by internal cmmunity members when purchasing gds and services. VORs ffer gds and services t the University based n negtiated terms, cnditins and pricing. These cntractual arrangements are established t reduce the csts and prcesses assciated with repetitive surcing and qute slicitatin by establishing lnger term arrangements. VORs typically sign a frmal dcument that cmmits bth the supplier and the University t a set f mutually agreed-upn "rules f engagement" in supprt f purchasing transactins. At a minimum, these rules include term f the relatinship, pprtunities fr extensin based n perfrmance, fixed pricing, service r maintenance cmmitments, as well as insurance cverage and any ther requirement related t risk mitigatin. Internal cmmunity members are required t purchase gds and services frm a VOR if the University has an established cntract. Prcurement Services will determine the rder/payment prcess fr a list f cmmdities available frm established VORs. Refer t the Vendrs f Recrd page n the Prcurement Services website. When making a payment t a VOR that is nt thrugh a Purchase Order, the Standing Agreement/Cntract Reference Number must be prvided n the Payment Requisitin Frm. This number is available frm the website nted abve. Ttal payments t abve vendr in fiscal year will be < $10,000 Ttal payments t the vendr in the fiscal year are, r are expected t be, belw $10,000 (excluding taxes). Cmmunity members must determine fair market value and maintain all supprting acquisitin-related dcuments within their department. If ttal payments shuld unexpectedly exceed $10,000 (excluding taxes) at sme pint during the year, cmmunity members must cntact Prcurement Services. Payment fr gds r services fr resale Gds fr resale are typically limited t the University Bkstre, which purchases merchandise and resells it t the public. Page 3 f 5

4 Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin Services fr resale are thse ffered specifically fr the delivery f custmized curses r seminars t external third parties. Nte that the external revenues derived frm these prgrams must fully cver all csts f the services engaged. Payment t a Regulatry Agency Regulatry agencies are typically gvernment bdies, ften tasked with cllecting amunts pursuant t a law r curt rder. Typical examples are: Receiver General, Minister f Finance, Trnt Hydr, City f Trnt Water, etc. Refund A refund is being issued as a result f a nn-credit curse withdrawal, a parking permit cancellatin, a return f a key depsit, etc. Off campus event venue Selecting ff campus event venues is the respnsibility f the unit/department spnsring the event. Selecting the mst apprpriate venue is ften dependent n the desired lcatin. As a result, a cmpetitive bid situatin is nt required althugh wuld be recmmended where several venues are lcated in clse prximity (e.g. a htel in dwntwn Trnt where a number f htels are lcated in clse prximity t ne anther). Where nly ne venue is deemed suitable fr the planned event, the unit/department is respnsible fr ensuring fair market value fr funds expended and this can be achieved by direct negtiatin with the htel r venue. Advice n hw t cnduct this negtiatin is available n the Prcurement Services website at: Once a venue is selected and negtiatins have taken place, the cntract must be frwarded t Prcurement Services fr review and executin. Prcurement Services will advise n changes that may be required t achieve greater value add (where applicable and if apprpriate). If a minr depsit is required, cntact the Cmptrller fr authrizatin. Full payment must be made after the event has ccurred by cmpleting the Payment Requisitin and attaching the riginal invice (fr the balance) and a cpy f the signed cntract. Catering The University cmmunity must give pririty t patrnizing fd service caterers with a physical presence n campus. Yrk Fd Services has established frmal relatinships with these vendrs which are mutually beneficial t Yrk University and the vendr. Furthermre, the use f n-campus vendrs allws the University t maintain a healthy retail envirnment and a variety f fd chices fr its cmmunity. Yrk Fd Services has established the prcess and frms fr rdering fd frm n-campus fd vendrs. Further details can be btained by calling (416) Where it is nt feasible t use an n-campus vendr, the department/unit is respnsible fr surcing their catering needs, including menu selectin and the negtiatin f pricing. Selecting the mst apprpriate caterer is ften dependent n the desired fd ptin. Regardless f the vendr chsen, the unit/department must determine that catering fr a particular event is suitable, giving cnsideratin t the type f event being held, the nature and number f participants, and the apprpriate use f University funds. Catered events f significant scpe and scale (i.e., greater than $50,000) must be cmpetitively surced with assistance frm Prcurement Services. Page 4 f 5

5 Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin Signing Authrity By signing the Payment Requisitin, the Apprver is attesting that: the gds and services have been received by the unit; the vendr s charges are apprpriate; the vendr s invice meets Yrk s standards (as explained under Vendr Invices abve); the Payment Requisitin has been prepared cmpletely and diligently; he/she has signing authrity n all cst centres being charged; all expenditures are valid and in cmpliance with the plicies f the University; and the cst centres being charged have sufficient funds available. In particular, the Apprver is respnsible fr ensuring that the expenditure is in cmpliance with the University s plicy and prcedure n: Prcurement f Gds and Services; and Declaring a Cnflict f Interest in the Prcurement f Gds and Services. If the Payment Requisitin indicates that Ttal payments t abve vendr in fiscal year will be < $10,000, the Apprver is respnsible fr ensuring that cumulative purchases frm the same vendr d nt exceed $10,000 (excluding taxes) in a fiscal year. If circumstances change, and cumulative payments are expected t exceed $10,000, the unit must seek directin frm Prcurement Services. Pints t Remember The fllwing pints address cmmn questins: A Payment Requisitin is required fr ALL payment requests submitted t Accunts Payable, except purchases made thrugh a Purchase Order. Vendr invices cannt be mdified by Yrk departments r Yrk Accunts Payable. If there are charges under dispute, the department must wrk with the vendr t btain either a revised invice r a credit nte. Accunts Payable cannt shrtpay vendr invices. Payment Requisitins cannt be used fr payment f remuneratin; cntact Payrll fr details n hw t make these payments. The address listed n the Payment Requisitin must agree with the vendr s invice. It is nt apprpriate t input the internal address f the preparer r signing authrity as the vendr address. If yu wish the cheque t be directed t a departmental ffice where it will be exchanged with the vendr, yu must request special handling and attach an envelpe nting pick-up r internal mail. On this envelpe, als include the pertinent name and cntact details. The signing authrity must be listed as a signing authrity n all f the cst centres charged in the chartfield distributin. If a prtin f the invice charges are t be shared with anther department, all authrized signatures must be btained n the requisitin (jurnal entries are nt t be used fr this purpse). Cntacts Fr further infrmatin n the Payment Requisitin Frm, please cntact Accunts Payable at (416) Fr prcurement related questins, please cntact Prcurement Services at (416) Page 5 f 5