Navigating a New Spending Request
Purchase Order
All requests for spending for goods and services must be requested via a Purchase Request Form. Once the purchase request is approved by the email workflow approval process, a purchase order will be generated and processed by Procurement Services.
Exceptions are outlined below and payment will be made using the alternative payment methods described.
Purchasing Card (PCard)
Eligible Expenses are outlined in the Purchasing Card (PCard) Financial Policy can be purchased by University Purchasing Card.
Non-Travel Related Reimbursement Requests
The Cheque Requisition Form is used for miscellaneous non-travel expense reimbursement. This form should be used to request reimbursement for only the following list of specific items:
a. Referee expense claims
b. Course registrations
c. Webinars
d. Memberships/dues payments
e. Hotel and conference facility bookings (not accommodations)
f. Request reimbursement for miscellaneous purchases eligible for payment by PCARD where credit cards are not accepted or unavailable.
The AUT Professional Expense Fund Claim form should be used to request funding for professional development expenditures as detailed in section 1.2.2 of the AUT Collective Agreement. Completed forms should be approved by the Dean, University Library, or Director responsible for oversight where the payee holds primary appointment. As stated on the form and in compliance with Canada Revenue Agency (CRA), goods purchased with PE funds, will remain the property of the University in order to be considered a non‐taxable benefit.
The Honoraria and Awards Payment Request form should be used to request cheques for:
a. Student awards
b. Honorarium payments for visiting lecturers and guest speakers
Missing Documentation Instructions
If supporting documentation required to fulfil a payment process is lost, please include the completed Lost Receipt Declaration Form along with other forms required according to the payment method pursued.
Policy
All expenses on behalf of the University must adhere to the Purchasing Policy.
Forms
The Purchase Requisition Form - this from should be used to request a purchase of goods and/or services.
Procedures
Guidelines
Use the Navigating a New Purchase Guide to determine if the cheque requesition is the appropriate method to use for your spending request.
Use the Purchase Requisition End User Guide for assistance in understanding the purchase to pay purchase requistion form and process.
For all international purchases, consult the International Payments and Purchases page.
The University uses the “US Bank in Canada” Purchasing Card program. The primary objective of the Purchasing Card System is to provide a convenient, cost-effective and efficient method of procuring and paying for lower dollar value goods and services by simplifying the Purchasing process, improving order cycle time, reducing paperwork, expediting vendor payments and empowering faculty, researchers and staff.
|
![]() |
Departments may use PCards for the purchase and payment for goods and services where it is efficient, economical and operationally feasible to do so. System usage must comply with the procedures and guidelines contained in the Purchasing Card (PCard) Financial Policy and Purchasing Card (PCard) User Guide and related documents shown below.
To obtain a purchasing card, please complete the PCard Application Form and submit it to Cathy Mason or Beverly Williams, Procurement Services Department. Questions about the application process may be directed to either individual.
Policy
All expenses on behalf of the University must adhere to the Purchasing Policy.
Forms
Procedures
Guidelines
Use the Navigating a New Purchase Guide to determine if the cheque or payment requisition is the appropriate method to use for your spending request.
These forms should be used to request reimbursement only for the following list of specific items:
Standard Items:
For all international purchases and payments, consult the International Payments and Purchases page.
Please note: The University's standard procedure is to mail cheques directly to the address provided by the payee.
Forms and Guidelines
Honoraria and Awards Payment
Forms
Procedure
Guidelines
Use the Navigating a New Purchase Guide to determine if the cheque requisition is the appropriate method to use for your spending request.
Guidelines for Guest Lecturer/Speaker Remuneration detail the conditions of the honoraria and awards payment.
The University's standard procedure is to mail cheques directly to the address provided by the payee.
For all international payments, consult the International Payments and Purchases page.
Please note that Student Award and Honoraria payments require additional information for income tax purposes including a Social Insurance Number, Student ID number and Country of Residence (if payment is to a non-resident of Canada).
Honoraria payable to Canadian residents is considered employment income by Revenue Canada. A T4A Statement of Pension, Retirement, Annuity and Other Income will be issued.
Honoraria payable to non-Canadian residents will be reported on form T4A-NR (Statement of Fees, Commissions or Other Amounts Paid to Non-Residents for Services Rendered in Canada).
Non-residents are subject to withholding tax on all such fees received. To apply for a reduced amount of withholding tax, the individual must submit a Regulation 105 Waiver Application to Canada Revenue Agency (CRA).The approval letter from CRA must be submitted with the request form prior to payment in order for a reduced amount of tax to be processed.
Policy
All travel expenses on behalf of the University must adhere to the Travel Policy
Forms
*Note - Travel advances not cleared by the submission of an approved expense report within 30 days of trip completion will trigger the issue of a Revenue Canada T4A Statement of Pension, Retirement, Annuity and Other Income which adds the outstanding advance amount to your income.
Proccedures
Guidelines
For all international payments, consult the International Payments and Purchases page.
Travel claim guidelines currently under development.
Forms
We recommend saving the file, and opening it with Excel for best performance.
Procedures
Guidelines
Contact Sonya MacDonald for questions on deposit procedures.
An example of a complete form can be found here.
International Payments and Purchases
International Payments
For all international payments requiring a wire transfer complete the Wire Transfer Request form.
International Purchases
It is important for all StFX personnel to be aware of Canada Customs requirements when ordering materials from suppliers outside Canada. Please review and be familiar with the Canada Customs Requirements if you will be importing goods from outside the country.
Policy
Wireless devices are governed by the Wireless Policy.
Forms
Procedures
Guidelines
Please contact IT Services for mobile device requirements.