Forms and Guidelines

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 - (processing Instructions) 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.

Purchase Requests

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

1. Prepare the purchase request using the purchase requisition form linked above.
2. Review the Purchase Requisition End User Guide linked below to familiarize yourself with the form and process.
3. Attach any quotes, or additional specification documents which can assist the purchasing department.
4. Completed forms should be sent by email to the Purchasing Department along with electronic copies of relevant documentation.
5. When Procurement Services has completed the purchase request, the system requests authorization by email for spending approval.
6. Notification to the requestor will be sent when the PO has been processed by procurement services.

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. 

Purchasing Card Program

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.

Cheque or Payment Requisition

Policy
All expenses on behalf of the University must adhere to the Purchasing Policy. 

Forms

• Payment Requisition Express Email Form - this form should be used to submit a payment request for services which satisfy the valid expense type criteria as defined in the guidelines below (This email template may not be compatible with all web based email clients).
• Payment requisitions must be accompanied by attached support documentation for Accounts Payable to process the payment. 
• If multiple receipts or items are being claimed, please use the University General Expense Form attached to the Express Email Form.

Procedures

1. Prepare the payment request by completing the Payment Requisition Express Email Form linked above.
2. Scan and attach any invoices, receipts, or other documents supporting the request.
3. Complete any additional forms applicable.
4. Submit the approved form, receipts and invoices by email to the accounts payable department
5. Once you have confirmed your invoices or receipts were correctly scanned and attached to the email to accounts payable, you may shred or dispose of them.
6. When the payment requisition is being processed, the financial system will request authorization for the spending request by email spending approval request.

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:

1. Referee Expense Claims
2. Course Registrations
3. Webinars
4. Memberships/Dues Payments
5. Hotel and Conference Facility Bookings (not accommodations)
   • Where credit cards are not accepted or a PCard is unavailable use this form to request reimbursement for miscellaneous purchases less than $1,500 eligible for payment by PCARD
6. Supplies and service for University owned vehicles 
7. Maintenance supplies (electrical, mechanical, building, etc.) 
8. Tools, small equipment 
9. Non hazardous chemicals
10. Short term equipment rentals 
11. Mail/Phone/Web orders 
12. Books, subscriptions, etc. 
13. Research related goods and services (subject to exclusions above)

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

• Honoraria and Awards Payment Requests - this document should be used to request cheques for student awards and honorarium payments for visiting lecturers and guest speakers

Procedure

1. Prepare the cheque request by completing Honoraria and Awards Payment Requests form linked above.
2. Scan and attach any documents, invoices, or receipts supporting the request.
3. Complete any additional forms applicable.
4. Submit the approved form and supporting documents to the accounts payable department
5. When the payment request is being processed, the financial system will request authorization for the spending request by email spending approval request.

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.

Travel Claims

Policy
All travel expenses on behalf of the University must adhere to the Travel Policy

Forms

• Travel Claim Form - Use this form for domestic and international travel
• Supplemental Mileage Log Form - to be attached to expense report. This form is used by Faculty and students who are reimbursed quarterly for their mileage claims.
• Research Travel Authorization Form - this document must be submitted with your expense report for CIHR, NSERC and SSHRC account claims.
• Lost Receipt Decleration - this document to be sbmitted ONLY in the event original receipts have been lost, and copies cannot be obtained.
• Travel Advance Request - this document is to be submitted as per Travel Policy guidelines. *
• AUT Professional Development Fund Form - for spending eligible as defined in the  Professional Development Fund information.

*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

1. Prepare a travel claim using the form and instructions in Forms Online.
2. Complete any additional forms applicable.
3. Receipts for travel must be submitted as per the travel policy – receipts should be submitted in the order they appear on the expense form.
4. Submit the approved form and receipts to the accounts payable department

Guidelines
For all international payments, consult the International Payments and Purchases page.

Travel claim guidelines currently under development.

General Deposit Form

Forms

• General Deposit Form - Use this form to request a deposit of cash and cheques in addition to entry of debit and credit card receipts. 

       We recommend saving the file, and opening it with Excel for best performance.

Procedures

1. Complete the General Deposit Form attached above including the total funds by payment type to be deposited and recorded for each unique account combination.
2. Print and sign the form authorizing that you have counted the funds to be recorded and deposited. 
3. Send the completed form along with the cash, cheques, debit and/or credit card slips as indicated in the form to Student Accounts.

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.

Wireless Devices 

Policy
Wireless devices are governed by the Wireless Policy.

Forms

• Wireless Devices Request and Approval Form - this form is required to request a wireless device.

Procedures

1. Complete the Wireless Devices Requests and Approval Form listed above.
2. Print the form and obtain required signatures authorizing the device requested.
3. Return the form to the IT Services Contact Centre for processing OR if requesting a tablet/iPad with no cellular plan, return this form with your purchase requisition to Procurement Services, 2nd Floor MacKinnon Hall.

Guidelines
Please contact IT Services for mobile device requirements.