COVID-19: Financial Services

Changes to Processing of Purchase Requisitions, Payment Requests and Reimbursement Forms

Effective – Friday, March 20, 2020

During our transition to and continued operation in virtual operations, we are making changes to the below functions and processes. These are designed to further protect the health and safety of staff, faculty, and students, while allowing the everyday functions of the university to continue.

Please note the changes noted below are being made as a pilot and temporary exception to existing policies and procedures to assist the University Community to deal effectively with managing the impact of COVID-19. If there are any issues with documents submitted to P2P, they will be returned to the Approver for resolution.

Purchase requisitions

Until further notice:

  • Goods and services with a pre-tax value of less than $10,000 (but including all costs) will no longer require competitive quotes.
  • Goods and services with a pre-tax purchase value of between 10,000 and $24,999 (but including all costs) will require 3 competitive quotes.
  • Goods and services with a pre-tax purchase value of between $25,000 and $105,700 (but including all costs) will require working with Procurement Services for assistance and processing.
  • Goods and services with a pre-tax purchase value of greater than $105,700 (but including all costs) will require a competitive bidding process (i.e RFP). Construction, where the pre-tax purchase value (but including all costs) of greater than $264,200, will require a competitive bidding process (i.e RFP).

Procurement Services has created a new Excel form, the P2P Digital Purchase Requisition form.  Approved P2P Digital Purchase Requisition forms and supporting documentation may be submitted electronically to P2Psubmissions@smu.ca. The form is available on SMUport through Internal Forms. Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate approver’s email to be approved by that individual.

In an effort to minimize contact points, you do not need to forward the paper documents to Procure to Pay Services (P2P). We recommend you maintain the originals until the purchase order is issued. They can be destroyed after that. A clear image will be required for processing of the purchase requisition and supporting documentation.

Reimbursement Forms

Reimbursement Forms and supporting documentation should be submitted electronically to P2Psubmissions@smu.ca beginning March 20, 2020. Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate approver’s email to be approved by that individual.

In an effort to minimize contact points, you do not need to forward the paper documents to P2P. We recommend you maintain the originals (including electronic copies) until the Reimbursement Form is processed. They can be destroyed after that. A clear image will be required for processing of the Reimbursement Form and supporting documentation. It is recommended that small receipts be taped to a blank piece of paper to facilitate scanning.

Invoice Payments

Until further notice, we are suspending the use of the Payment Request Form. We are also suspending the need to provide the Small Supplier Declaration form.

Invoices for which a PO has been issued

Invoices for which a PO has been issued should be submitted electronically to P2Psubmissions@smu.ca beginning March 20, 2020. Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate approver’s email to be approved by that individual.

Invoices for which a PO has not been issued

Invoices for which payment is requested should be submitted electronically to P2Psubmissions@smu.ca beginning March 20, 2020. Please provide the appropriate FOAP(s) and distribution of the amounts (if more than one FOAP). Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate approver’s email to be approved by that individual.

Direct payments to Individuals

A new fillable form, the Miscellaneous Payment Form, will be available on SMUport, under Internal Forms, on March 20, 2020, for payments for which there is no invoice. The Miscellaneous Payment Form and supporting documentation should be submitted electronically to P2Psubmissions@smu.ca beginning March 20, 2020. Please provide the appropriate FOAP(s) and distribution of the amounts (if more than one FOAP). Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate approver’s email to be approved by that individual.

In addition to the FOAP(s) and distribution information (if multiple FOAPs), additional information will be required. E.g. a SIN number for an honorarium payment.

In an effort to minimize contact points, you do not need to forward the paper documents to P2P. We recommend you maintain the originals (including electronic copies) until the Miscellaneous Payment Form is processed. They can be destroyed after that. A clear image will be required for the processing of the invoice and supporting documentation.

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