Payment Services

Payment Services is responsible for the timely recording of UofA expense transactions and issuing payment to suppliers, to other institutions, organizations or entities, and to non-employees.

A summary of the four types of 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 and corrections.

Please contact customerservice@sms.ualberta.ca for all questions relating to invoices, payments and corrections.


Type of Transaction

Value

Payment Process

Invoice Required

Purchase Order:

A. 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

Non-Purchase Order:

A. Preferred Supplier Agreement (Direct Order)

< $10,000

Invoice with Contract # and Speed Code/Account is automatically approved for payment.

Yes

=/> $10,000

Budget owner must approve the paper invoice with Contract # and Speed Code/Account (via printed name and signature)

Yes

B. Low Dollar Purchase (LDP)

< $5,000*

Budget owner must approve paper invoice (printed name and signature).

Yes

C. Other transactions that do not typically warrant a Purchase Order and cannot be paid by PCard.

Examples: Membership; Conference Registration; Permit/Licence Application Fee; Utility, Secondment Agreement; Sponsorship or Contribution.

Any value

Budget owner must approve paper invoice (printed name and signature).

Yes

Payment Request:

  1. Transactions where an invoice is not typically issued to the University.

    Examples: Donation, Grant or Royalty.

     

  2. Copyright Fee, Refund, Shared Project Cost/ External Transfer or those examples listed under section ”C” above.

Any value

Any Donation, Grant or Royalty transaction with or without an invoice, requires a Payment Request Form to be completed and approved by the Budget owner.

 

Any other type of payment without an invoice requires a Payment Request Form to be completed and approved.

 

Appropriate supporting documentation (i.e. agreement) is attached.

Additional authorizing signatures may be required.

No

Non-Employee Travel Expense:

Travel expenses incurred by visitors, guests or students.

Any value

Non-Employee Travel Expense Payment Form is approved by the Budget owner (and Independent Review if applicable). Receipts are attached.

No