Buying a good or service on behalf of Concordia? Whether you are a faculty or staff member or a student, there is a policy with processes that need to be followed.
“I would like to remind everyone that Concordia must meet requirements set by the Government of Quebec for public procurement,” explains Robert Scardera, director, Purchasing Services. He points to the government’s legislation, Law C65, which took effect October 1, 2008.
Under this legislation, which oversees contracting by public bodies and the use of public funds to ensure transparency in the process, a public bidding process is required for all goods and services sought by the university that are valued at more than $100,000. As well, grantees and sub-recipients must follow provincial procurement rules when buying services, supplies, materials or equipment.
Concordia’s Purchasing Policy (CFO-20) states that all purchase requests must follow specific procedures. This applies to all purchases using operating, capital, or restricted funds, including endowment, contract and research funds.
Scardera points out that one of the most important steps is to submit a purchase order. When an invoice is submitted to Accounts Payable, it is then cross-referenced to a purchase order number.
“A purchase order number serves as an authorization before the good or service is supplied,” explains Scardera. He added that invoices will be paid faster if they reference a purchase order number.
Therefore, all invoices must have a purchase order number, which is clearly indicated on the invoice and all related documentation and correspondence. When this is done, Accounts Payable can process invoices more efficiently and in a timely manner.
Related links:
• Purchasing Policy (CFO-20)
• Government of Quebec Act Respecting Contracting by Public Bodies
A primer on purchasing
Policy and legislation define parameters of how purchasing must be done at the university
