General
- How do I submit an Order?
- Where do I get an order request Form?
- When are orders placed by the Financial Clerk?
- How do I know my order was processed?
1. How do I submit an Order?
You will need to complete the request form. For details on completing the form click here. When the form is completed with the appropriate information and required attachments you will bring the authorized form to the main office for processing or email it to fsclerk@uoguelph.ca [1].
2. Where do I get an order Request Form?
Click here to access the pdf online or you can pick up a hard copy from the main office.
3. When are orders placed by the Financial Clerk?
All orders are placed Monday to Friday betweeb 9 am and 12 pm. In the event there is an emergency the order then will be placed within 24 hours of submission. Orders submitted in the afternoon are stamped for the following date to be processed the following morning.
4. How do I know my order was processed?
The Recipient and only the one recipient of the requested order/service form will receive an email from the financial clerk. The email will indicate a departmental order confirmation number such as: "FS1234-052012", which is the number you will need to reference when inquiring about the order with financial clerk. If the company provides an order confirmation this will be the reference number.
Top
Purchasing
- What portion of HST do I pay?
- How is GST calculated on multiple lines of coding?
- How is GST calculated?
1. What portion of HST do I pay?
You Pay 3.41% HST. This is comprised of 1.76% Provincial and 1.65% Federal.
If the item was purchased and shipped in Ontario you will receive a rebate of: 67% of the 5%(Federal) and 78% on the 8%(Provincial).
If the items are shipped from Quebec or the US it will depend on what taxes are charged upfront.
2. How is GST calculated on multiple lines of coding?
Unless we are told which line or lines has the GST, Accounts Payable staff have been instructed to take the GST on the first line of coding. It would also be helpful if the total amount of GST were indicated on coded invoices in the space provided(Hotel bills in particular).
3. How is GST calculated?
In most cases, the University gets a 67% rebate on GST. The Controller's Office has a list of Departments and specific codes that vary from this, (library books or Hospitality Services food Suppliers, for example).
Tax rules - Please pay attention to the tax rules and identify on LVPO's. This would be a big help to Accounts Payable staff, especially for US and Out of Province purchases. Some US Suppliers have a GST registration number which will affect the tax designation on a LVPO. It is a big help if the LVPO tax designation is filled in so A/P staff knows which "code" to use. For example, if a US supplier charges GST on the invoice and quotes a GST number, then the tax would be different from a Supplier with no GST number. The GST would then be charged at the Border by Customs.
Customs and Courier Services
- What should I do when I receive a package?
- Help I am stuck on courier website.
- How do I ship an item accross the border?
- How do I get a permit?
- Need setup on courier websites?
- Require broker information?
- Which tax do I pay on returned used equipment that was sent for repair outside Canada?
1. What should I do when I receive a package?
- Check for damage.
- Ensure all goods received.
- Sign and date packing slip.
- Return to clerk.
2. Help I am stuck on courier website.
Contact technical support:
- Purolator (800)459-5599
- Fedex (877)339-2779
3. How do I ship an item accross the border?
Fill out this shipping form. For further information please review these instructions.
4. How do I get a permit?
Call CFIA (800)835-4486 / website: www.inspection.gc.ca [2].
5. Need setup on courier websites?
Contact Linda Smith ext. 52541
6. Require broker information?
For all shipments except Fedex courier, Fedex Trade networks,
7075 Ordan Drive, Mississauga, ON
Tel. (905)677-7381, Fax: (905)678-7169
Shipments sent by Fedex courier ONLY Fedex courier will clear as our broker.
7. Which Tax do I pay on returned used equipment that was sent for repair outside Canada?
We should be only paying GST on the value of the "repair". So, please advise your vendor ahead of time to reference these items separately on the commercial invoice.
Travel
- A visiting scientist used their own car to come to the U of G and also has fuel receipts. Can we reimburse both km and fuel?
- Can I submit grocery receipts and restaurant receipts on a travel and expense claim?
1. A visiting scientist used their own car to come to the U of G and also has fuel receipts. Can we reimburse both km and fuel?
No, we reimburse either km or fuel. The rate to reimburse the km is 43¢ per km
2. Can I submit both grocery receipts and restaurant receipts on a travel and expense claim?
Yes, you can submit both. You must submit all "detailed" receipts. Credits card receipts with no information other than the total amount paid will not be accepted. Please request a detailed receipt "before" you complete your purchase transaction.