Financial Services clients

Please refer to the Contacts by area section under Departments - Restricted Funds on the left menu.

Financial Services forms are available under Forms & guides on the left menu.

Please refer to the Announcements section on the Financial Services homepage right side.

Please refer to CFO - Office of the Chief Financial Officer policies website.

Please refer to the Travel section under Departments - Accounts Payable on the left menu.

Verify that the check has been issued by, contacting the appropriate Accounts Payable clerk listed above.

Accounts Payable performs a cheque run every monday, and a direct deposit run every thursday. Due to the large volume of payment requests, please allow a two week turn around.

The file is sent to the University's bank every Thursday afternoon. It takes one to two days for banks and credit unions to post this to the individuals account. Check with your institution to be sure.

Allow at least ten business days for processing by Accounts Payable. During peak periods, which occur just before Spring Break, Year End, and Christmas, more time may be necessary due to the large volumes of paperwork to be processed.

Visa receipts need to be accompanied by the itemized, detailed receipt for any purchase. Please refer to Policy for Travel and Other Allowable Expenses.

No, all expense claims must be accompanied by original, detailed receipts. Please refer to Policy for Travel and Other Allowable Expenses.

Please contact Student Accounts concerning a tuition refund under Departments - Student Accounts section on the left menu.

Yes, if you have a current email address associated with your myconcordia.ca portal, you will receive a payment acknowledgment.

Please refer to your budget officer in your respective department or faculty.

You must complete a travel voucher form and submit it to Accounts Payable within 24 hours of booking with either Uniglobe, Groupe Ideal or Norko.

These forms are sold in packs in the bookstore (both Loyola and SGW?).

Please contact Human Resources for this information.

Travel advances are not permitted if you have a corporate US Bank Visa card.

Yes, Accounts Payable may be required to contact a payee, and it is essential that the payees contact information be included.

Return the original cheque to Accounts Payable with an explanation as to why it is being cancelled.

No, individuals who perform a service must be paid by Payroll as this is declared income.

All cheque requisitions for Canadian honorariums, bursaries, awards, and payments to individuals (in CAD), must be sent to the Payroll department. Payments to individuals in a currency other than CAD should be sent to Accounts Payable. The Date, Payee, Address, Reason for the cheque, Amount, Fund and Expense code must be clearly indicated on the form. The form must be approved by an individual who has signing authority on the fund being charged. A cheque requisition is not required if you have received an actual invoice.

A web requisition is to be used for all requests to Purchasing Services for the purchase of goods/services from external vendors. The online Web requisitioning system can be obtained through MyConcordia Portal, under Faculty and Staff services, and Millennium Fast Suite. WebReqs are intended for internal use only. The WR number is used as the tracking mechanism, should you inquire about the status of a web requisition. A web requisition can also be submitted to request the establishment of a blanket order. Please refer to Procedures section for how to prepare a web requisition. After the web requisition is received and processed by Purchasing Services, a purchase order is issued to a vendor.

A purchase order is an official and binding document issued by Purchasing Services to a vendor authorizing the expenditure of University funds for products and/or services. A purchase order is issued to the vendor prior to supplying the products and/or services.

In addition to being a contract document, the information contained in a Concordia purchase order is entered into the Banner FIS system so the appropriate budget account can be charged and the Accounts Payable department can render payment to the vendor.

A blanket order is a purchase order used to handle the repetitive purchase of products and/or services. Departments must accurately assess the grand total amount on the blanket order. The grand total amount is only an estimate and is not a commitment to the supplier that this amount will be spent.

Low dollar value purchases are orders not exceeding $1,000.00 canadian, excluding taxes and may not be combined for larger requirements. Please refer to Procedures section for how to make a low dollar value purchase order.

Occasionally the requirement for repairs, supplies, equipment or essential services cannot be fulfilled through the planned and normal flow for an acquisition.

If an emergency situation arises during normal business hours, Purchasing Services should be contacted.

• Contact Purchasing Services describing what is needed and the nature of the emergency;
• Prepare a web requisition.

Any purchase made by a person without the authority to commit University funds is considered an unauthorized purchase. This means that the actual commitment for products or services over $1,000.00, can be issued only by Purchasing Services.

If you have given the verbal authorization to a vendor for over $1,000.00, without a purchase order, you are in violation of University policy. Purchasing Services has been given the responsibility, by the Board, for the selection of vendor, negotiation of price and assurance of quality and delivery.

Vendors providing products and services (exceeding $1,000.00) without the benefit of a purchase order may never receive payment.

Most web requisitions/purchase orders are competitively bid under the following guidelines:

• Purchases of less than $5,000.00 do not require that Purchasing Services solicit multiple price quotations. However, prices must be confirmed by a written quotation (Buyers may solicit multiple quotations). In certain circumstances (emergencies), buyers may accept a verbal quote.
• Purchases between $5,000.00 & $99,999.99 require that Purchasing Services solicit a minimum of three (3) written price quotations.
• Purchases of above $100,000.00 require that Purchasing Services to go on public tender. An open, competitive atmosphere is beneficial to both buyer and seller, and it is our policy to foster this environment. We buy on the basis of definitive specifications, quality of product and service, competitive price and delivery.

If you wish to solicit price quotations directly from the vendor, we have no objections. Please forward any written quotes/proposals with your web requisition. Purchasing Services reserves the right to add vendors to the bid process, and to make the final vendor selection.

In general yes, assuming certain comparison between quotations can be made. However other evaluation criteria are also considered (i.e. delivery time, payment terms, physical location of vendor, etc.). For purchase order over $100,000.00, provincial government legislation applies and control around must follow distinct guidelines.

If you receive an incorrect item, or the item(s) received are defective, contact the buyer who processed the purchase order. Also contact Accounts Payable to request that payment to the vendor is not made.

Note any damage to cartons on all copies of delivery receipts before signing. If the damage was concealed, hold the merchandise and all packing materials. In either case, contact Purchasing Services & Accounts Payable. Keep all original packing cartons.

Contact Purchasing Services @ 514-848-3650 and request the buyer responsible for the commodity you require.

A Change Order is a means of making an adjustment to an existing purchase order such as price, quantities ordered, terms and conditions, delivery point, etc. Changes to an existing purchase order, other than account codes are made by issuing a change order. The Purchase order number will remain the same. Only Purchasing Services is authorized to issue a change order for carrying out changes in its provisions.

Contact Purchasing Services for any purchase order change request. You will be referred to the buyer responsible for the original purchase. The buyer will execute the modification upon a written request (email), after having verified that the approvals from the appropriate authority are in accordance with the modified request.

Please verify that a correct purchase order number appears on it, and then forward to the Accounts Payable department @ GM701, for processing. Please contact them 514-848-4941 for all inquiries regarding payment status.

For any inquiries regarding either the p-card or web requisitioning, please contact Purchasing Services procurement systems analyst:
Susan Ross
514-848-2424 Ext. 4048
sros@alcor.concordia.ca

Fill out the grant submission form available at the Office of Research website.

Please refer to the forms for managers at the Human Resources forms under Research Personnel tab.

Please contact Restricted Funds staffs under Departments - Restricted Funds - Contacts by area on the left menu.

The following form Application to open a non research restricted fund must be filled out and approved and then sent to Steven Mu from Advancement to process.

Fill out the following form Application to open a non research restricted fund & send approved document to Angela Luciano for Arts & Science/JMSB or Chao Ling Pan for Engineering or Fine Arts.

Conference or seminars held by Concordia are taxable. GST(106966591 RT0001) & QST(1006010110 TQ0012) numbers must be shown on conference invoices.

All GST & QST collected must be remitted back to the government. Therefore, a deposit form needs to be completed & sent to Student Accounts, with the GST & QST checked off.

If someone is using an internal account (via journal transfer) to register to a conference, the amount is not taxable (except if someone is using an account starting with an AG).

If you are planning on accepting a credit card, you must contact Student Accounts for process.

Please contact Payroll.

• April 1st: installment dates for Tri-Council &FQRNT/FQRSC/FRSC.
• March 31st: last day for expenses for Tri-Council & FQRNT/FQRSC/FRSC.
• June 30th: last day for statement approval for Tri-Council & FQRNT/FQRSC/FRSC.

Once you have received a notice of award from Office of Research, an email from Financial Services will soon follow providing you with your account number. Please contact Restricted Funds.

To request an extension for a grant, the request needs to be sent out by Office of Research. Therefore you must first make your request to office of research who will then ask the funding agency

If the request is for a non research account then the request must be made directly to the Project Account Manager in Restricted Funds.

For multi-year accounts the installment date is usually the month & day of your start date.

• For the majority of Tri-Council and provincial grants (FQRSC/FQRNT/FRSQ): April 1st
• FRDP: May 1st
• Concordia Chairs: May 1st
• Research contracts: every anniversary of start date of contract

Please contact Financial aid and awards.

Please refer to the External agencies links section under Departments - Restricted Funds on the left menu.

Please refer to the Contact us section on the left menu.

Financial Services forms are available under Forms & guides on the left menu.

Please refer to the Announcements section on the Financial Services homepage right side.

Please refer to CFO - Office of the Chief Financial Officer policies website.

Please refer to the Travel section under Departments - Accounts Payable on the left menu.

Please refer to the Corporate card section under Departments - Accounts Payable on the left menu.

Verify that the check has been issued by, contacting the appropriate Accounts Payable clerk listed above.

Accounts Payable performs a cheque run every monday, and a direct deposit run every thursday. Due to the large volume of payment requests, please allow a two week turn around.

The file is sent to the University's bank every Thursday afternoon. It takes one to two days for banks and credit unions to post this to the individuals account. Check with your institution to be sure.

Allow at least ten business days for processing by Accounts Payable. During peak periods, which occur just before Spring Break, Year End, and Christmas, more time may be necessary due to the large volumes of paperwork to be processed.

Visa receipts need to be accompanied by the itemized, detailed receipt for any purchase. Please refer to Policy for Travel and Other Allowable Expenses.

No, all expense claims must be accompanied by original, detailed receipts. Please refer to Policy for Travel and Other Allowable Expenses.

Please contact Student Accounts concerning a tuition refund under Departments - Student Accounts section on the left menu.

Yes, if you have a current email address associated with your myconcordia.ca portal, you will receive a payment acknowledgment.

Please refer to your budget officer in your respective department or faculty.

You must complete a travel voucher form and submit it to Accounts Payable within 24 hours of booking with either Uniglobe, Groupe Ideal or Norko.

These forms are sold in packs in the bookstore (both Loyola and SGW?).

Please contact Human Resources for this information.

Travel advances are not permitted if you have a corporate US Bank Visa card.

Yes, Accounts Payable may be required to contact a payee, and it is essential that the payees contact information be included.

Return the original cheque to Accounts Payable with an explanation as to why it is being cancelled.

No, individuals who perform a service must be paid by Payroll as this is declared income.

All cheque requisitions for Canadian honorariums, bursaries, awards, and payments to individuals (in CAD), must be sent to the Payroll department. Payments to individuals in a currency other than CAD should be sent to Accounts Payable. The Date, Payee, Address, Reason for the cheque, Amount, Fund and Expense code must be clearly indicated on the form. The form must be approved by an individual who has signing authority on the fund being charged. A cheque requisition is not required if you have received an actual invoice.

After reviewing revenues and expenses, an envelope is assigned to each sector (President and VP etc.) and is further allocated by the sector head to units reporting to them.

The office of Budget Planning & Control will meet with those requiring training with manuals and personal on-line assistance.

Millennium has various screens to go to which will be outlined in the training.

Blue indicates that one can drill down on that number to get much more detail especially in the labor area.

The operating statement screen will indicate budget vs actuals vs what is left in your budget to allocate.

We employ position budgeting and recommend moves from salary to non-salary only if a position has been removed and will not be refilled.

Union related salary increases are added to your budget. Any other increases within the fiscal year must be negotiated with the sector head.

There is a desired option menu on the front page of Millennium.

There is a desired option menu on the front page of Millennium.

On the operating statement screen, a drop down menu brings up your projection.

The office of Budget Planning & Control will meet with those requiring training with manuals and personal on-line assistance.

Encumbrances indicate what is committed and not yet spent such as the remainder of a position salary to come, as well as purchase orders that have been committed. Encumbrances give you a complete picture of actual plus committed.

The circumstances involving the surplus or deficit will be evaluated by your sector head.

The lists of account codes codes are available at Forms & guides under General Accounting section.

If you prefer a partial listing, please refer to the commonly used account codes document at: Forms & guides under General Accounting section.

You will find the journal voucher form in excel format under Forms & guides menu under General Accounting section. Please complete this form for journals with 15 lines or less. Ensure proper signing approval, attach all relevant supporting documentation and forward to Geneviève Desrosiers GM 700.

For journals in excess of 15 lines, you may use the journal interface in excel format under Forms & guides menu under General Accounting section. Please complete this form, ensure proper signing approval, attach all relevant supporting documentation and forward to Geneviève Desrosiers GM 700. In addition, the excel file must be forwarded via email to jthomp@alcor.concordia.ca.

For cheque or cash deposits, please refer to the University Cashier section under Forms and Guides as cash deposits must be hand-delivered to the Cashiers Office.

This form is available under Forms & guides on the left menu in the General Accounting section.

A web requisition is to be used for all requests to Purchasing Services for the purchase of goods/services from external vendors. The online Web requisitioning system can be obtained through MyConcordia Portal, under Faculty and Staff services, and Millennium Fast Suite. WebReqs are intended for internal use only. The WR number is used as the tracking mechanism, should you inquire about the status of a web requisition. A web requisition can also be submitted to request the establishment of a blanket order. Please refer to Procedures section for how to prepare a web requisition. After the web requisition is received and processed by Purchasing Services, a purchase order is issued to a vendor.

A purchase order is an official and binding document issued by Purchasing Services to a vendor authorizing the expenditure of University funds for products and/or services. A purchase order is issued to the vendor prior to supplying the products and/or services.

In addition to being a contract document, the information contained in a Concordia purchase order is entered into the Banner FIS system so the appropriate budget account can be charged and the Accounts Payable department can render payment to the vendor.

A blanket order is a purchase order used to handle the repetitive purchase of products and/or services. Departments must accurately assess the grand total amount on the blanket order. The grand total amount is only an estimate and is not a commitment to the supplier that this amount will be spent.

Low dollar value purchases are orders not exceeding $1,000.00 canadian, excluding taxes and may not be combined for larger requirements. Please refer to Procedures section for how to make a low dollar value purchase order.

Occasionally the requirement for repairs, supplies, equipment or essential services cannot be fulfilled through the planned and normal flow for an acquisition.

If an emergency situation arises during normal business hours, Purchasing Services should be contacted.

• Contact Purchasing Services describing what is needed and the nature of the emergency;
• Prepare a web requisition.

Any purchase made by a person without the authority to commit University funds is considered an unauthorized purchase. This means that the actual commitment for products or services over $1,000.00, can be issued only by Purchasing Services.

If you have given the verbal authorization to a vendor for over $1,000.00, without a purchase order, you are in violation of University policy. Purchasing Services has been given the responsibility, by the Board, for the selection of vendor, negotiation of price and assurance of quality and delivery.

Vendors providing products and services (exceeding $1,000.00) without the benefit of a purchase order may never receive payment.

Most web requisitions/purchase orders are competitively bid under the following guidelines:

• Purchases of less than $5,000.00 do not require that Purchasing Services solicit multiple price quotations. However, prices must be confirmed by a written quotation (Buyers may solicit multiple quotations). In certain circumstances (emergencies), buyers may accept a verbal quote.
• Purchases between $5,000.00 & $99,999.99 require that Purchasing Services solicit a minimum of three (3) written price quotations.
• Purchases of above $100,000.00 require that Purchasing Services to go on public tender. An open, competitive atmosphere is beneficial to both buyer and seller, and it is our policy to foster this environment. We buy on the basis of definitive specifications, quality of product and service, competitive price and delivery.

If you wish to solicit price quotations directly from the vendor, we have no objections. Please forward any written quotes/proposals with your web requisition. Purchasing Services reserves the right to add vendors to the bid process, and to make the final vendor selection.

In general yes, assuming certain comparison between quotations can be made. However other evaluation criteria are also considered (i.e. delivery time, payment terms, physical location of vendor, etc.). For purchase order over $100,000.00, provincial government legislation applies and control around must follow distinct guidelines.

If you receive an incorrect item, or the item(s) received are defective, contact the buyer who processed the purchase order. Also contact Accounts Payable to request that payment to the vendor is not made.

Note any damage to cartons on all copies of delivery receipts before signing. If the damage was concealed, hold the merchandise and all packing materials. In either case, contact Purchasing Services & Accounts Payable. Keep all original packing cartons.

Contact Purchasing Services @ 514-848-3650 and request the buyer responsible for the commodity you require.

A Change Order is a means of making an adjustment to an existing purchase order such as price, quantities ordered, terms and conditions, delivery point, etc. Changes to an existing purchase order, other than account codes are made by issuing a change order. The Purchase order number will remain the same. Only Purchasing Services is authorized to issue a change order for carrying out changes in its provisions.

Contact Purchasing Services for any purchase order change request. You will be referred to the buyer responsible for the original purchase. The buyer will execute the modification upon a written request (email), after having verified that the approvals from the appropriate authority are in accordance with the modified request.

Please verify that a correct purchase order number appears on it, and then forward to the Accounts Payable department @ GM701, for processing. Please contact them 514-848-4941 for all inquiries regarding payment status.

For any inquiries regarding either the p-card or web requisitioning, please contact Purchasing Services procurement systems analyst:
Susan Ross
514-848-2424 Ext. 4048
sros@alcor.concordia.ca

Fill out the grant submission form available at the Office of Research website.

Please refer to the recruiting and hiring section at the Human Resources forms under Managers tab.

Please communicate with your Faculty controller, if the faculty controller do not have the answer they will communicate with Financial Services.

The following form Application to open a non research restricted fund must be filled out and approved and then sent to Steven Mu from Advancement to process.

Fill out the following form Application to open a non research restricted fund & send approved document to Angela Luciano for Arts & Science/JMSB or Chao Ling Pan for Engineering or Fine Arts.

Conference or seminars held by Concordia are taxable. GST(106966591 RT0001) & QST(1006010110 TQ0012) numbers must be shown on conference invoices.

All GST & QST collected must be remitted back to the government. Therefore, a deposit form needs to be completed & sent to Student Accounts, with the GST & QST checked off.

If someone is using an internal account (via journal transfer) to register to a conference, the amount is not taxable (except if someone is using an account starting with an AG).

If you are planning on accepting a credit card, you must contact Student Accounts for process.

Please contact Payroll.

• April 1st: installment dates for Tri-Council &FQRNT/FQRSC/FRSC.
• March 31st: last day for expenses for Tri-Council & FQRNT/FQRSC/FRSC.
• June 30th: last day for statement approval for Tri-Council & FQRNT/FQRSC/FRSC.

Once you have received a notice of award from Office of Research, an email from Financial Services will soon follow providing you with your account number. Please contact Restricted Funds.

To request an extension for a grant, the request needs to be sent out by Office of Research. Therefore you must first make your request to office of research who will then ask the funding agency

If the request is for a non research account then the request must be made directly to the Project Account Manager in Restricted Funds.

For multi-year accounts the installment date is usually the month & day of your start date.

• For the majority of Tri-Council and provincial grants (FQRSC/FQRNT/FRSQ): April 1st
• FRDP: May 1st
• Concordia Chairs: May 1st
• Research contracts: every anniversary of start date of contract

Please contact Financial aid and awards.

Please refer to the External agencies links section under Departments - Restricted Funds on the left menu.

Please refer to the Contact us section on the left menu.

Financial Services forms are available under Forms & guides on the left menu.

All cheque requisitions for Canadian honorariums, bursaries, awards, and payments to individuals (in CAD), must be sent to the Payroll department. Payments to individuals in a currency other than CAD should be sent to Accounts Payable. The Date, Payee, Address, Reason for the cheque, Amount, Fund and Expense code must be clearly indicated on the form. The form must be approved by an individual who has signing authority on the fund being charged. A cheque requisition is not required if you have received an actual invoice.

The lists of account codes codes are available at Forms & guides under General Accounting section.

If you prefer a partial listing, please refer to the commonly used account codes document at: Forms & guides under General Accounting section.

You will find the journal voucher form in excel format under Forms & guides menu under General Accounting section. Please complete this form for journals with 15 lines or less. Ensure proper signing approval, attach all relevant supporting documentation and forward to Geneviève Desrosiers GM 700.

For journals in excess of 15 lines, you may use the journal interface in excel format under Forms & guides menu under General Accounting section. Please complete this form, ensure proper signing approval, attach all relevant supporting documentation and forward to Geneviève Desrosiers GM 700. In addition, the excel file must be forwarded via email to jthomp@alcor.concordia.ca.

For cheque or cash deposits, please refer to Student Accounts, Students Accounts and Cashier Office as cash deposits must be hand-delivered to the Cashiers Office.

Once you have received a notice of award from Office of Research, an email from Financial Services will soon follow providing you with your account number. Please contact Restricted Funds.

Please refer to the External agencies links section under Departments - Restricted Funds on the left menu.

Please refer to the Contacts by area section under Departments - Restricted Funds on the left menu.

Please refer to the Contact us section on the left menu.

Please contact Student Accounts section under Departments at the left menu.

Please contact Financial aid and awards.

Please refer to the Contact us section on the left menu.

Please refer to the Concordia University Foundation financial statements section under Office of the Treasurer on the left menu.

Please refer to the Statements section on the left menu.