Financial Services updates

Changes to processing of purchase requisitions, payment requests and reimbursement forms

During virtual operations, changes to the below functions and processes are required. These are designed to protect the health and safety of staff, faculty and students, while allowing everyday functions of the university to continue.

Please note these changes are a pilot and temporary exception to existing policies and procedures to manage 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:

PURCHASING THRESHOLDS

Low Value

  • Competitive quotes are not required for purchases with a pre-tax value of less than $10,000 (including all costs), but are preferable. A written quote is required.

Moderate Value

  • Competitive quotes are required for purchases with a pre-tax value between $10,000 and $24,999 (including all costs).
  • Competitive quotes, working with Procurement Services, are required for purchases with a pre-tax value between $25,000 and $105,699.

High Value

A competitive bidding process managed by Procurement Services is required for high value requirements. Purchases with a value of the following thresholds are considered high value purchases:

  • Goods & Services with a value of $105,700+ (pre-tax)
  • Construction with a value of $264,200+ (pre-tax)

Procurement Services may utilize supply and service contracts established by other public sector entities when those agreements have;

  • been established through a competitive process and
  • contain wording to allow terms to be extended to other public sector entities.

Where no formal contractual arrangement exists, the anticipated value of the goods, services or construction will determine the procurement process.

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

The New P2P Digital Purchasing Requisition form is available on SMUPort (login required).  Please follow the instructions at the top of the P2P Digital Purchase Requisition form.  It is important to download a new form from each time, as the form is updated from time to time and this will ensure you always have the newest version.  Otherwise, using an older version may delay the processing of your order.

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. Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate Approver’s email to be evidence of approval 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. Email routing for approval is acceptable. Signatures are not required. Financial Services will consider an email from the appropriate Approver’s email to be evidence of approval by that individual.

Invoices for which a PO has not been issued

Invoices for which payment is requested should be submitted electronically. 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 evidence of approval 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. 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 evidence of approval 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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