Please remember to acquire the appropriate approval before submitting your forms or they will be returned causing delays in processing.
Declaration of Small Supplier and Direct Deposit Vendor Information remains on the website.
Advance Request, Advance Requests (Policy 4-3001) Use this form for travel advances. Please allow a minimum of 10 days for processing. Submit completed form to P2Psubmissions@smu.ca.
Advance Request Form
If you owe money to the University following your trip, please complete the Advance Repayment Form tab within the Reimbursement Form. PDF this sheet and email to admin.finservices@smu.ca in advance of making your payment. Payments can be made with credit card by calling 902-420-5464 from 10am-3pm Monday-Thursday.
Capital Expenditure Requisition, Capital Expenditure Request (Policy 4-2010) Capital Purchases (Over $10,000)
Capital Expenditure Request 04-2008 (Excel)
Capital Expenditure Request 04-2008 (pdf)
Capital items include land, buildings, renovations, furniture, equipment, computer hardware, and software with an expected life of more than two years and a value over $10,000. All capital purchases must be authorized by Financial Services Director's Office. There are two methods. Capital purchases may be included in the approved capital budget. For capital items not included in the budget, including all capital purchases related to research grants and contracts, employees must complete a Capital Expenditure Requisition and obtain authorization of the expenditure from Financial Planning & Analysis department. Once the expenditure has been authorized the employee must follow the regular purchasing procedures to order the goods. Email your completed form to FRAsubmissions@smu.ca
Cell Phone Order Form
This form must be completed and returned to Procure to Pay Services to order a cell phone for staff and faculty. The University supports IPhone, Blackberry, and Android Operating Systems only. Alternate manufacturers are not supported. Email your completed form to P2Psubmissions@smu.ca accompanied by a completed Purchase Requisition Form .
Revenue and Expense Adjustment Request -Budget/Expenditure Adjustments (Policy 4-2005)
This form is to be used to move funds from one source to another OR to correct or adjust revenue or expense transactions recorded in the current fiscal year. Please review the policy prior to completing and submitting the form. Email the completed form to FRAsubmissions@smu.ca
Revenue and Expense Form
External Invoice Template
Numbered invoices can be obtained by emailing Admin.FinServices@smu.ca
Please note: All cheques received by the University for deposit must be made out to Saint Mary's University and are not to individual departments or events on campus. Please ensure your invoices say to include a copy to be returned with the cheque or there is risk the funds will take longer to make it to your department/grant accounts).
Internal Invoice Template
Please email FRAsubmissions@smu.ca for more information.
Stores Request Form
This form is used to order Stores products (see items list linked below) such as batteries, paper, keyboard/mouse combos, docking stations, exam booklets, etc from our internal supplies within Inventory and Distribution. Email the completed form to Distribution@smu.ca for processing.
Stores Product List
Labour Redistribution Form is used to correct labour distribution errors. Please complete and forward to FPA.finservices@smu.ca
Payment Request Form (No longer in use)
Miscellaneous Payment Form
Use this form to pay an honorarium. A SIN# is required on the form before submitting to P2Psubmissions@smu.ca for payment.
Please note: Small value purchases should be paid by Purchasing-Card (P-card) through the department secretary if you do not have your own. Payees are also encouraged to set up direct deposit rather than having paper cheques issued on the regular cycle. Ask P2P for more information on setting up a vendor for direct deposit.
Petty Cash Form is no longer used as we are a cashless operation.
Prize Gift Card Log
To use a gift card as a prize or honourarium complete this form outlining the date of issue, recipient name, purpose, etc. Confirmation of receipt of the gift card is required (hand signed or email) as a supporting document or your submission will be returned as incomplete. Email the completed log and reimbursement forms to P2Psubmissions@smu.ca
Purchase Order, Purchase Requisition (Policy 4-1014)
Purchase of Goods and Services are subject to University Purchasing Thresholds which are detailed in the Purchasing Thresholds (Policy 4-1027)
Submit completed form to P2Psubmissions@smu.ca
Purchase Requisition Form
Receipt of Funds Transmittal, Receipt of Cash/Security (Policy 4-5005)
If you should happen to receive cheques in your department that need to be scan deposited by Financial Services, please deliver them on Mondays or Thursdays to McNally Main 123 with this completed form. Please DO NOT take cash payments. If you have any questions please email admin.finservices@smu.ca
Receipt of Funds Form
Reimbursement Form
Employees who pay for business related expenditures, such as travel costs, mileage, hospitality, supplies, etc. may request reimbursement by completing a Reimbursement Form. You will be required to electronically submit original receipts.
Submit your signed and approved (by your "one-up") reimbursement package to P2Psubmissions@smu.ca for processing.
Quick Reference Reimbursement
Frequently Asked Questions Reimbursement
Sample Reimbursment Form package (without receipts)
Limited Tendering Justification Form (formerly Sole Supplier Form),
As legislated by the Province of Nova Scotia and outlined in the University's administrative policies, a competitive process is followed according to mandated thresholds. Occasionally, exceptions are made. In these circumstances, the use of a Procurement Policy Exemption must be justified. University policy should be reviewed prior to completion of the Limited Tendering Justification Form (formerly Sole Supplier Form). Submit the completed Limited Tendering Justification Form with the Purchase Requisition Form and supporting documents (e.g. quote, Capital Expenditure Request Form (if applicable), etc. to P2Psubmissions@smu.ca for review and processing.
Direct Deposit Vendor Information Form (for vendors to be paid by direct deposit)
The University would like to pay our vendors by direct deposit to avoid mailing paper cheques and Canada Post delays. Please ask your vendor to complete the attached form and email it with a void cheque or letter from their bank to ProcureToPay@smu.ca. We will not accept emails with vendor banking information from staff or faculty for security purposes.
Wire Transfer Form (for payments in foreign currencies other than USD, to a vendor outside of Canada and United States) There is a fee applied to the budget sending a wire transfer. Please email procuretopay@smu.ca for rates.