This web site provides electronic access to forms.
| Form
Name |
Form
Description |
Download |
Procurement Purchasing Card Application
Low Dollar Value Purchases
(Up to $1,000)
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Employees who routinely purchase
materials and supplies under $1,000 can apply for a VISA procurement
card to pay for these purchases. VISA Procurement Card (P Card)
applications are available from the Procurement Department. |
See
Procurement for P-Card application |
Petty Cash Funds for Low Dollar
Value purchases
(up to $100)
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In certain situations, Departments may
request petty cash funds for low dollar purchases. |
Petty
cash Replenishment 2007-08(Excel)
Petty
cash voucher web 2005-09 (pdf)
Petty
cash change form web 2005-09 (pdf) |
Purchase Order
Purchase of Goods and Services
(Over $1,000)
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Employees who purchase goods and services
over $1,000 should complete a Purchase Requisition form. Forms
and a list of preferred vendors are available from the Procurement
Department. Competitive quotes are required for purchases between
$1,000 and $9,999. Tenders are required for purchases of $10,000
and higher. Procurement will issue a Purchase Order (PO) to
the vendor and a receiving copy to the requesting employee.
After receiving the goods or services, the receiving employee
forwards the receiving copy of the PO, packing slip, and any
other relevant documentation to Financial Services. |
Available
from Procurement |
Capital Expenditure Requisition
Capital Purchases
(Over $3,000)
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Capital items include land, buildings,
renovations, furniture, equipment, computer hardware, and software
with an expected life of more than two years and a value over
$3,000. All capital purchases must be authorized by Financial
Planning. There are two methods. Capital purchases may be included
in the approved capital budget. For capital items not included
in the budget, including all capital purchases related to research
grants and contracts, employees must complete a Capital
Expenditure Requisition and obtain authorization of the expenditure from
the Financial Planning Unit of Financial Services. The form
is available from Financial Planning. Once the expenditure
has been authorized the employee must follow the regular purchasing
procedures to order the goods. |
Capital Expenditure Request 04-2008 (Excel)
Capital
Expenditure Request 04-2008 (pdf)
Capital Expenditure Request SAMPLE 04-2008 (pdf) |
Payment Request Form
Purchases without issue of
Purchase Order by the Procurement Department
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Some purchases do not require a Purchase
Order (PO) issued by the Procurement Department, for example
water, electricity, telephone service, and professional fees
(legal, consulting, etc.). There are other purchases which can
be made using the Purchase Card. When purchasing
goods and services without a PO issued by Procurement and which
cannot be put on the Purchasing Card, complete a Payment Request
Form. Attach the invoice and packing slip (if applicable) to
the form and submit to Financial Services for payment. If no
invoice or bill is provided by the supplier, attach documentation
to the support the request before submitting to Financial Services. |
Payment
Request Form 2007-08 (Excel)
Payment
Request Form 2007-08 (pdf)
Payment
Request Form SAMPLE 2007-08 (pdf) |
Expense Report
Reimbursements for Expenses
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Employees who pay for business related
expenditures, such as travel costs, mileage, hospitality, supplies,
etc., may request reimbursement by completing an Expense
Report and attaching the original receipts to the form. Expense reports
must be submitted for all travel related reimbursements. Submit
the approved form to Financial Services for review and payment.
Travel advances may be requested using the Advance Request
Form. |
Expense Report Instructions
(pdf)
Expense
Report 2007-08 (Excel)
Expense
Report SAMPLE 2007-08 (pdf)
Expense
Report Log 2007-08 (pdf)
Expense
Report Summary 2007-08 (pdf) |
Advance Request
Travel Advances
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Use this form for travel advances. Please
allow a minimum of 10 days for processing. |
Advance
Request 2007-08 (Excel)
Advance
Request 2007-08 (pdf)
Advance
Request SAMPLE 2007-08 (pdf) |
Receipt of Funds Transmittal
Receipt of Cash/Security
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In most cases the only department within the University authorized to receive payments is Financial Services. All payments should be promptly delivered to Financial Services in person and are to be accompanied by a completed copy of the Receipt of Funds Information to Financial Services form. Please DO NOT send cash or cheques via the internal mailing system. |
Receipt of Funds Transmittal 05-2008 (Excel)
Receipt of Funds Transmittal 05-2008
(pdf)
Receipt of Funds Transmittal SAMPLE 05-2008 (pdf) |
Operating Budget Adjustment Request Form
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Use this form to
- transfer a portion of an Operating Fund budgeted amount from one account to another; OR
- revise an Operating Fund budgeted amount for the current fiscal year; OR
- correct a revenue or expense budget for the current fiscal year. |
Operating Budget Adjustment Request 2008-04 (Excel)
Operating Budget Adjustment
Request 2008-04 (pdf) |
Expense & Revenue Adjustment Request Form
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Use this form to
- correct or adjust a revenue or expense transaction recorded in the current fiscal year; OR
- revise a non-cash transaction such as an inter-departmental sale; OR
- record a transfer of money from one fund to another. |
Expense & Revenue Adjustment Request 2008-04 (Excel)
Expense & Revenue Adjustment Request 2008-04 (pdf) |
Declaration of
Small Supplier for
HST Purposes
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Vendors providing supplies and services to Saint Mary's University who qualify as Small Suppliers for HST/GST purposes and do not charge HST/GST must complete the "Declaration of Small Supplier for HST Purposes" Form. Submit the completed form to Accounts Payable. A Small Supplier is defined by CRA as an individual or business engaged in a commercial activity whose worldwide taxable supplies were equal to or less than $30,000 in the current calendar quarter and over the preceding four calendar quarters and who is not required to register for or charge HST/GST.
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Declaration of Small Supplier 04-2008 (Word)
Declaration of Small
Supplier 04-2008 (pdf) |
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