Payments & Reimbursements

Initiate a Payment or Reimbursement

Initiate a Payment or Reimbursement

Financial Services processes non-payroll related payments or reimbursements for external suppliers, faculty and staff.  

To initiate a payment or reimbursement you must submit an appropriately authorized source document for processing.

To minimize delays in processing , please ensure you follow the procedures specific to the type of source document you are submitting.

Source Documents

Source Documents

There are four main types of source documents that are eligible for payment or reimbursement.  Supplier Invoices, Cheque Requisitions, Petty Cash Reimbursement Envelopes and Travel and Expense Claims should be sent to Payment Services for payment or reimbursement.  

Supplier Invoices

Cheque Requisitions

Petty Cash

Travel and Expense Claims

Types of Payments

Types of Payments

For payments and reimbursements processed through Financial Services, the payment methods available are Cheque, Electronic Funds Transfer (EFT) and Wire Transfer.  For more information see Outgoing Payments.

Please note that Financial Services does not initiate or retain information related to certain specific types of payments.  For information related to the following, please contact the unit indicated:

Obtaining Invoice Copies

Obtaining Invoice Copies

Most Payment Services invoices are digitized at the time of processing and are immediately available for viewing through FRS.  With any image you are able to view, you will also have the ability to e-mail, export or print a copy of the image.

Invoices related to purchases made on supply managed contracts are processed electronically through Payment Services and the scanned image is attached a short time later.  There may be a small timing difference between when the transaction first appears in FRS and when the invoice image is available for viewing.  If one of these images is not currently available for viewing, please try again in a few days and it should be there.

Accounts Payable Contact List

Accounts Payable Contact List

The workload in Payment Services is distributed among the staff based upon the type of source document or the supplier name.  

For example, one staff member looks after all cheque requisitions while supplier invoices are divided among the staff depending upon the first letter of the supplier name.  However, certain large vendors are handled by specific staff regardless of how the supplier name falls alphabetically.

Although the above rules generally apply, during vacation periods the workload may be distributed differently.

To help direct your inquiries to the correct Payment Services staff member please consult the Accounts Payable Supplier Distribution Contact List.

Signature Authorizations

Signature Authorizations

Before a source document can be processed for payment in Payment Services (Accounts Payable) an appropriate authorizing signature is required. 

Deans, Directors, Chairs and Department Heads are delegated authority to authorize these source documents by Financial Services policy 'Delegation of Authority for Commitment of University Funds Upon Budget Allocation'. They may also delegate signing authority to a subordinate.

To facilitate verification of these authorizing signatures, Payment Services maintains a database of two different forms related to the delegation of signing authority.