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June 27, 2017

This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 21, 2012

Date of Most Recent Review/Revision: May 16, 2013

Administrative Responsibility: Office of the President

Parent Policy: Signing Authority Policy (5.7)

This appendix is for requisition and vendor invoice approvals only. Contract and purchase order (“PO”) approvals are contained in Appendix A.

Definitions

“Purchase Requisition” or “Requisition” – is the internal document used by Procurement Services to generate a PO. Please note a requisition is an internal request and should not be presented to a supplier as an official PO.

“Requisition Approval Authority” – Identifies the individual(s) within the University with authority to approve a requisition. A requisition must be completed under the following circumstances:

  • (a) As required under, Policy: 5.11 Procurement and Tendering Policy.
    • i) all purchases valued at $5,000 or more require a Purchase requisition.
    • ii) a properly completed and authorized purchase requisition must be received by Procurement Services before a PO contract will be issued.

“Invoice” or “Vendor Invoice” – Is a commercial document issued by a seller to a buyer, indicating the products, quantities, and agreed prices for products or services the seller has provided the University. An invoice indicates the sale transaction only. Payment terms are independent of the invoice and are negotiated by the buyer and the seller; see Appendix A for more details on contracts and PO’s.

“Invoice Approval Authority” – Identifies the individual(s) within the University with authority to approve an invoice. Approval of an invoice indicates the following:

  • (a) As required under, Policy: 5.11 Procurement and Tendering Policy, a PO has been created for all invoices over $5,000, and that the PO number is noted on the invoice.
  • (b) Goods were received in excellent condition and / or services were performed adequately, as stated in the original signed contract and / or PO. Contract and PO approvals are outlined in Appendix A.
  • (c) Payment of invoice is approved in accordance to this appendix.

“Expense Reimbursement” – A commitment of funds which is documented by an Expense Reimbursement Form and supporting documents. Please see the Expense Reimbursement Handbook for details including: types of forms and required documentation.

“Functional Unit” – Is an academic unit or administrative department with authority over a specific functional activity and budget (e.g. Faculty of Science; Human Resources).

“Approval Authority” – Identifies the individual(s) within the University with authority to review and approve a requisition or invoice. Prior to approving, the Approval Authority must be satisfied that the requisition or invoice is in accordance with University Policy. Individuals with designated approval authority have authority to approve a requisition or invoice up to the maximum approved Dollar Threshold as set out in this Appendix.

“Dollar Threshold” – Approval and/or signing authority applies for all requisitions and vendor invoices within and below the dollar threshold as noted in the Appendix. All thresholds are in Canadian pre-tax dollars.

“Contract” – addressed in Appendix A. Includes any written agreement, contract, subcontract, letter of intent, memorandum of understanding, memorandum of agreement, lease, deed, grant, license, PO, certificate, instrument, assignment, or any other document which creates an obligation or which may be binding on the University, both monetary and non-monetary in value (Policy 5.7, section 2.01).

Requisitions and vendor invoices are categorized into groups based on the nature of the business. University employees should follow the provisions for requisitions and vendor invoices under the General Goods and Services section, unless specifically included in another section in this Appendix.

  1. General Good and Services
    • Requisitions and Vendor Invoices
  2. Research Funds or Grants
    • Research Funds or Grants – Invoices
  3. Retail Goods for Resale
    • Vendor Invoices
  4. Library Acquisitions
    • Vendor Invoices

1. General Goods and Services

Requisitions and Vendor Invoices

The process for procurement of goods and services includes some or all of the following documents: requisition, PO, cheque requisition and/or vendor invoice.

Requisition and vendor invoice approval authority is addressed in this table. Purchase order/contract signing authority for general goods and services is addressed in Appendix A.

General Goods and Services: Requisitions and Vendor Invoices
* Dollar ThresholdRequisition and/or Invoice Approval Authority**Invoice Storage

Greater than $1 million

Any one of:

  • President
  • Vice-President: Finance and Administration
  • Vice-President: Academic and Provost

Accounts Payable

Up to $1 million

Any one of:

  • President
  • Vice-President: Finance and Administration
  • Vice-President: Academic and Provost

Accounts Payable

Up to $500,000

Any one of:

  • Vice-President

Accounts Payable

Up to $250,000

Any one of:

  • AVP of Functional Unit
  • Dean of Functional Unit

Accounts Payable

Up to $100,000

Any one of:

  • Director of Functional Unit
  • Associate Director of Functional Unit

Accounts Payable

Up to $50,000

Any one of:

  • Manager of Functional Unit
  • Brantford Supervisor of Functional Unit (where Brantford Manager does not exist)

Accounts Payable

* Positions Exceptions are based on the following specific transactions:

  • AVP Financial Resources or Treasurer - Student Government Obligations, Loan/Mortgage Payments.
  • AVP Human Resources or Manager of Payroll Services - Payroll Related Deductions, Transfers or Expenditures, Pension Plan Benefit and Expense Payments.

** Approval for requisitions and vendor invoices may be manual or through internal electronic approval queues, where available.

See Purchasing Card Procedures Manual and Expense Reimbursement Handbook for further information regarding purchase restrictions and procedures.

2. Research Funds or Grants

Research Funds or Grants – Requisitions and Vendor Invoices

All invoice payments made from a research fund or grant should be in compliance with the applicable granting agency guidelines and with University Policy, where applicable.

Requisition and vendor invoice approval authority for research funds or grants is addressed in this table. Purchase order/contract signing authority is addressed in Appendix A.

Research Funds or Grants – Requisitions and Vendor Invoices
Dollar ThresholdInvoice Approval AuthorityInvoice Storage

Up to grant maximum

Principal Investigator to sign off on all invoices related to their respective research grants

Accounts Payable

Up to $50,000

* Principal Investigator or Delegate

Accounts Payable

* With appropriate written delegation, those delegated by the principal investigator can sign off on invoices up to $50,000.

3. Retail Goods for Resale

Retail Goods for Resale – Vendor Invoices

“Retail Goods for Resale” include any invoice relating only to the purchase of books and other goods for resale in a University bookstore or retail outlet on any University campus. All other goods and services must follow the General Goods and Services process for requisitions, and vendor invoices as described in section 1 of this Appendix.

Invoice approval authority for retail goods for resale is addressed in this table. Purchase order/contract signing authority is addressed in Appendix A.

Retail Goods for Resale – Vendor Invoices
Dollar ThresholdInvoice Approval AuthorityInvoice Storage

Greater than $1 million

President or Vice-President

Accounts Payable

Up to $1 million

President or Vice-President

Accounts Payable

Up to $500,000

President or Vice-President, Finance and Administration

Accounts Payable

Up to $250,000

AVP, Administration or Director, Retail and Printing Services

Accounts Payable

Up to $100,000

Associate Director, Retail Services/Systems

Accounts Payable

Up to $50,000

Manager of Functional Unit

Accounts Payable

4. Library Acquisitions

Library Acquisitions – Vendor Invoices

“Library Acquisitions” are limited to any agreement to purchase library materials within an approved budget. Dollar threshold is for any single transaction and should be supported by a Library PO. All other goods and services must follow the general goods and service process for requisitions and vendor invoices as described in section 1 of this Appendix.

Invoice approval authority for library acquisitions is addressed in this table. Purchase order/contract signing authority is addressed in Appendix A.

Library Acquisitions – Vendor Invoices
Dollar ThresholdInvoice Approval AuthorityInvoice Storage

Greater than $1 million

President or Vice-President

 

Accounts Payable

Up to $1 million

President or Vice-President

Accounts Payable

Up to $500,000

University Librarian

Accounts Payable

Up to $250,000

Associate University Librarian or Library Department Head

Accounts Payable

Up to $100,000

Library Department Head

Accounts Payable

Up to $50,000

Head, Acquisitions/Collections

Accounts Payable

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