First notification - Printing of McGill Cheques to be Outsourced

This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services and Ghilaine Roquet, Chief Information Officer, Office of the CIO

Dear Colleagues,

A project was initiated to evaluate the entire McGill cheque printing process.  It was determined that the equipment has become obsolete and very costly to maintain.  In an effort to promote sustainability and to implement a more efficient process, the cheque printing process will be outsourced to the Royal Bank of Canada.  This should come into effect by the end of this calendar year (2016).  A second communication will be sent prior to the go-live date.

PAYROLL CHEQUES

Payroll cheques will no longer be issued effective January 1, 2017. All payments to employees will be by direct deposit only. Anyone still receiving cheques will be asked to pick them up at Human Resources and provide banking information for future payments.  No future cheques will be produced following that last cheque.  Status quo applies to deposit slips.

A further communication will be forthcoming.

Any questions?

• Contact the Service Centre at ext. 4747.

ACCOUNTS PAYABLE (A/P) & TRAVEL CHEQUES

All A/P cheques will be printed in Ontario and mailed out via Canada Post directly to the payee.  Cheques will not be returned to McGill.  We anticipate a maximum delay of three (3) business days as compared to the current delivery.

Process Improvements

1. To eliminate having travel cheques paid to third parties returned to the Travel Desk, a new field “Payment Details” has been created in Minerva Advances and Expense Reports menu.  Requestors will be able to include information such as conference registration details and invoice numbers in this field.  The first thirty (30) characters of text in the “Payment Details” field will be printed on the cheque stub and the cheque will be mailed directly to the third party.
2. To reduce the number of cheques paid to suppliers and the delays and misfortunes sometimes associated with paper documents, Canadian suppliers can be set-up for direct deposit by contacting Procurement Services at epayment [dot] services [at] mcgill [dot] ca.

Any questions?

• Accounts Payable:  Tonia Ciricillo, Assistant Supervisor Accounts Payable - tonia [dot] ciricillo [at] mcgill [dot] ca (email)
• Travel:  Kim Bellizzi, Assistant Supervisor Travel Desk - kim [dot] bellizzi [at] mcgill [dot] ca (email)
• General:  Tonia Sciannamblo, Manager Transaction Services - tonia [dot] sciannamblo [at] mcgill [dot] ca (email )

Thank-you for your understanding and cooperation.

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