Suppliers to the University

Procurement & Contract Management (PCM) is responsible for the administration and procurement of products, equipment, services and construction  on behalf of University of Alberta (university) faculties, departments and business units.

PCM ensures that procurement activities are conducted in a fair, transparent and non-discriminatory process to provide the greatest benefit and best overall value to the university and is in compliance with university policy, competitive bidding laws, federal and provincial legislation and relevant trade agreements.

The university uses the Coupa Software Procure-to-Pay platform (branded SupplyNet) to electronically process Purchase Orders and invoices for all types of purchases. See PO Terms and Conditions for Products and Services (PDF).

Becoming a Supplier

To do business with the university, suppliers must successfully win a competitive bid process or be invited to quote by a  university department.

  • Competitive bids: The university publishes all public competitive bid opportunities on the Alberta Purchasing Connection (APC). 
  • Invitation to quote: The university has implemented a two-quote requirement for items being purchased without a  Preferred Supplier Agreement in place.  If a department requests a quote and selects your business to provide  goods or services to the university, you will receive a request to complete our official “New Supplier Request Form”.  
  • Code of Conduct: All suppliers must adhere to the University's Supplier Code of Conduct  which emphasizes fair labor practices, transparency, and environmental responsibility.
  • Mandatory Authorization Rule: Suppliers cannot deliver goods or start services without receiving a signed contract or a formal Purchase Order (PO) number first. 

Terms and Conditions

Suppliers require a fully authorized contract in the form of a Purchase Order or agreement prior to supplying goods, services or construction.  Purchase Orders issued by the university are subject to the terms of the written agreement between the university and the supplier.  

In the absence of such written agreement, the university standard  PO Terms and Conditions for Products and Services (PDF) govern the transaction. Suppliers are expected to review these documents thoroughly before fulfilling an order.

Fulfillment and Shipping

The university utilizes a Central Receiving model to ensure the security, inspection, and internal tracking of all delivered goods.

Primary Shipping Address:  University of Alberta Central Receiving
                                                   116 St & 85 Ave, Edmonton, AB T6G 2R3

Mandatory Labeling:              Full Name of Recipient
                                                   Department Name, Room and Building Number

Note: All physical documentation associated with shipments, including packing slips and bills of lading, must prominently display the Purchase Order Number. 


International Shipments and Customs:
All goods ordered by the university for delivery to Canada must be directed to our customs broker for clearance:

Thompson Ahern Int'l
6299 Airport Road, Suite 305
Mississauga, Ontario, L4V 1N3
Email: ualberta@taco.ca
Fax: 905-677-3584

University of Alberta Account #: 16213630

Suppliers must provide a completed Canada Customs invoice referencing the university  PO/Agreement number and detailing the description of the goods (including catalog numbers if applicable), the country of origin (manufacture) and the value. The declared value of the goods must be the university total purchase price from the supplier.

Invoicing and Payment

The university uses Coupa (branded SupplyNet) to process Purchase Orders and invoices electronically. PO related invoices must be submitted electronically and reference the Purchase Order. 

How to Invoice
(for instructions see How to submit a PO Invoice)

  1. Invoice via the Coupa Supplier Portal (Recommended): Register on the portal to submit your PO invoice and track payment status in real-time.

  2. Invoice directly from the PO email: Use the "Create Invoice" button within the original PO email you received to submit your invoice without needing a portal account.

Note: To submit non-PO related invoices and payment requests, contact your University Department Contact. 

 Payment Standards:

  • Standard Terms: Standard payment terms are Net 30 days from the invoice date specified on the invoice.
  • Payment Method: We pay via Electronic Funds Transfer (EFT) for Canadian and US suppliers.
  • Payment Schedules: Payments are processed weekly on Wednesdays for Canadian and US suppliers.
  • International Wire Transfers:
    Wire Transfers to suppliers located outside of North America are completed weekly.
    We do not issue wire payments to suppliers in the USA or Canada. Please ensure your complete and accurate banking information is printed on your invoice. Alternatively, suppliers may provide a Wire Transfer Form with an invoice. Incomplete or inaccurate information will result in delays and additional bank fees.
  • Non-Resident Withholding Tax:
    In accordance with the Canada Revenue Agency (CRA), a mandatory 15% withholding tax applies to all non-residents providing services physically inside Canada. Ensure your invoice separates services performed inside Canada so the deduction is applied accurately. Submit any official CRA tax waivers upfront with your invoice to prevent automatic deductions. 

Mandatory Invoice Requirements:
Important: The university does not pay suppliers from a statement of account, proforma invoice or email.  Also do not combine multiple invoices into a single submission. Each invoice must be submitted separately.

We require an original invoice issued to the University of Alberta, submitted electronically as specified on the associated PO, containing all of the following details:

  • Referencing the PO/Agreement number.
  • Name and contact information of the university employee who placed the order.
  • Supplier name, address, and remittance information.
  • Invoice number and invoice date.
  • Detailed description of the goods/services purchased.
  • Total tax and GST/HST registration number (if applicable).
  • Total amount due and currency of settlement. 

Support and Contact Information

NOTE: Effective July 15, 2026, the accounts.payable@ualberta.ca email inbox will no longer be  monitored.

For invoice and payment-related inquiries, we recommend that you contact the university Requester directly for guidance (see Purchase Order for contact information).  You may also locate  contact details by searching the University Department Directory. 

Alternatively, you can call the University Service Desk with your invoice and PO Number at  780-492-8000 Ext 2 or submit a Supplier Inquiry & Request Form via the Portal.  You can find detailed instructions on how to use the form here. 

For changes such as address, EFT or payment information, submit a Supplier Inquiry & Request Form via the University Service Portal or call 780-492-8000 Ext 2.