Payment Services
Payment Services is responsible for the timely recording of U of A expense transactions and issuing payment to suppliers, to other institutions, organizations or entities, and to non-employees.
A summary of the transactions processed by Payments Services is listed below. See Payment Procedure (Accounts Payable) for further information regarding processing details for each transaction type, payment terms, payment methods, withholding tax, corrections and WCB Assessments.
Please contact the Staff Service Centre for all questions relating to invoices, payments and corrections.
|
Type of Transaction |
Value |
Payment Process |
Invoice Required |
|
|
Purchase Order: |
SupplyNet PO |
< $25,000 |
Invoice must be received online by the Requester; then invoice matching the PO is automatically approved for payment. |
Yes |
|
=/> $25,000 |
Invoice must be received online by the Requester; then invoice matching the PO is routed online to budget owner for approval. |
Yes |
||
| Direct Pay Invoices: |
To pay for transactions that do not typically warrant a Purchase Order and cannot be paid by PCard.
Example: Membership; Conference registration; Catering; Permit/Licence application fee; Utility.
|
Any value | Budget owner must approve invoice (printed name and signature) and include “Direct Pay”, speed code, and account. Submit invoice electronically to Payment Services via the Staff Service Centre. | Yes |
| Preferred Supplier Agreement: | To pay invoices for only the preferred supplier agreements listed on SMS' website, where SupplyNet orders are not used. | <$25,000 | Invoice with Contract # and Speed Code/Account is automatically approved for payment. | Yes |
| =/> $25,000 | Budget owner must approve the invoice (printed name and signature) and include the Contract #, speed code, and account. Submit invoice electronically to Payment Services via the Staff Service Centre. | Yes | ||
|
Payment Request: |
Donation, Research Grant or Royalty |
Any value |
Any Donation, Research Grant or Royalty transaction with or without an invoice, requires a Payment Request form to be completed and approved by the budget owner. Additional authorizing signatures may be required. Refer to the Gift Expenditure Procedure for donation limits. Submit invoice electronically to Payment Services via the Staff Service Centre. |
No |
|
Any type of payment without an invoice or where an invoice is not typically issued to the University. Examples: Refund, External Transfer, Shared Project transfer. |
Any value |
Payment Request form must be completed and approved by the budget owner. Appropriate supporting documentation (i.e. agreement) is attached. Submit invoice electronically to Payment Services via the Staff Service Centre. |
No |
|
| Non-Employee Reimbursement: | Travel and/or incidental out-of-pocket expenses incurred by the visitors, guests or students. | Any value |
Non-Employee Reimbursement form is approved by the budget owner. Receipts are attached. Submit invoice electronically to Payment Services via the Staff Service Centre. |
No |