Frequently Asked Questions for Suppliers

The University of Alberta offers the following invoicing options for invoice submission against a Purchase Order (PO):

1. Submit invoice via the Coupa Supplier Portal (Preferred method of invoicing), or
2. Submit invoice using the "Create Invoice" button provided in the PO email

Visit our website SupplyNet - Information for Suppliers for further information and for Coupa Supplier Portal FAQ’s

Email procure@ualberta.ca for questions regarding the Coupa Supplier Portal or if you wish to join the Portal.

The preferred method of payment is Electronic Fund Transfer. At the time of Supplier Setup, banking details must be provided via a copy of a void cheque or bank letter. If you are outside of Canada and the United States, then the payment method will be via wire transfer. Please ensure you include the wire instructions with your invoice submission.

You can submit multiple invoices against a single purchase order. However, please ensure that each unique invoice is sent as a separate submission, rather than combining multiple invoices into one.

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 HR/Finance 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.

The University’s standard payment terms are Net 30 from the invoice date specified on the invoice.

Your payment will be issued to the remit-to address listed on your invoice. Please further questions reach out to the University HR/Finance Service Desk via ticket or call 780-492-8000 Ext 2. with your Purchase Order and Invoice number.

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. You can find detailed instructions on how to use the form here.

Please reach out to the University HR/Finance Service Desk via ticket or or call 780-492-8000 Ext 2, with your Purchase Order and Invoice number.

Disputed invoices will generate an email notification outlining the reason for the dispute and any required next steps. For questions, please contact the person who requested the goods or services. You can find this information on the Purchase Order

Please submit a credit note or memo for the refunded amount referencing the original invoice number and date.

Withholding applies to non-residents providing services inside of Canada and should be identified when the Purchase Order is created. This will give you time to apply for a waiver, if applicable, to reduce the amount of withholding you may pay. Ensure your invoice has separated the cost of the services provided inside of Canada so that we only apply the 15% withholding to the applicable line. If you were granted a waiver, please ensure you submit a copy with your invoice to ensure that we report the income and not apply withholding to it. We will also not withhold on any travel expenses that are supported by receipts; they will be reported to the Canada Revenue Agency. We will issue you a tax slip annually in February that you can use to file your Canadian taxes to claim a refund or to use as a foreign tax credit off of your own taxes.

If you have been granted a tax waiver, please submit a copy of the waiver along with your invoice. This ensures that we report the income correctly and do not apply the standard 15% withholding tax to it.

Email procure@ualberta.ca to request the PO email be resent.

The order requester will be listed under the Contact field on the Purchase Order email. You may also locate the requester’s contact details by searching the U of A Directory.

If you are unable to locate the requester, please contact the University HR/Finance Service Desk with your Purchase Order and Invoice number.

Purchase Order numbers can be found at the top of the Purchase Order email.

Suppliers may also view their Purchase Order numbers by logging in to the Coupa Supplier Portal.