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Payment Request Policy and Procedures

Purpose and Scope

The Payment Request Policy and Procedures applies when a payment is required without any good or service having been purchased and therefore a Purchase Order is not possible. 

Refer to the Procedures for details regarding the implementation and interpretation of the following policies.

Policy

P1. General

P1.1.
The Payment Request Process/Form is to be used when a payment is required without any good or service having been purchased.
P1.2.
The Payment Request Process/Form cannot be used for Donations.
P1.3.
Please refer to Procedures to determine when a Payment Request is appropriate.
 

P2. Approvals and Responsibilities

P2.1.
All Payment Requests require the signature/approval of the Fund Financial Manager/Principal Investigator/Delegate (FFM/PI/Delegate) of each fund/grant charged.
P2.2.
Options for Signatures/Approvals
Please note: each option has specific requirements in order to mitigate risks associated with the Payment Request Form/Process.
 

P2.2.1 FFM/PI/Delegate provides their approval via email (i.e. approval email)

  • The Payment Request Form/email sent to paymentrequest [at] mcgill.ca for processing must include the approval email as supporting documentation.

P2.2.2 FFM/PI/Delegate approves/signs using Adobe Fill & Sign

  • The Payment Request Form/email sent to paymentrequest [at] mcgill.ca for processing MUST include the FFM/PI/Delegate in the c.c. if they are not the ones submitting the Payment Request.

P2.2.3 FFM/PI/Delegate physically signs the paper Payment Request Form (i.e. wet signature)

  • The Payment Request Form/email sent to paymentrequest [at] mcgill.ca for processing includes the wet signature Payment Request Form (scanned) and MUST also include the FFM/PI/Delegate in the c.c. if they are not the ones submitting the Payment Request.
P2.3.
If the payee is the FFM/PI/Delegate or has a personal relationship with the FFM/PI/Delegate, then their direct superior must approve the request.
P2.4.
The delegation of approval in certain circumstances is permitted. Refer to the Delegation of Signing Authority Regulation.
 
P2.5.
The FFM/PI/Delegate is responsible in ensuring the Payment Request is:
a) Legitimate
b) Appropriate
c) Reasonable
d) For University business purposes only
e) In accordance with University and Granting Agency policies and guidelines
f) Includes sufficient and adequate supporting documentation
g) Charged to the correct FOAPAL(s) and no deficit exists or will exist on the fund(s) charged
 

 

Procedures

PR1. Administrative Responsibility and Process

PR1.1.
The administration of Payment Requests is under the responsibility of Expense Payment Services, Transaction Services, in Financial Services. Any issues regarding the application of these guidelines will be resolved by the Associate Director, Transaction Services.
PR1.2.
All Payment Requests must be originated by completing and submitting the Payment Request Form (sign-in is required) found under the Financial Services website.
Note: In order to mitigate risks associated with duplicate payments, all Payment Requests must be sent via email to paymentrequest [at] mcgill.ca in the following format:
  • One email = one payment request = one invoice/pdf document (even when there are multiple invoices for the same supplier/payee – i.e. if there are three invoices for the same payee, one will need to submit three payment requests/PDF documents for each of the three invoices).
  • The one pdf document must include: the payment request, supporting documentation and the acknowledgements/approvals
  • If the format is not respected, Expense Payment Services - Accounts Payable will reject these documents

PR2. Allowable Types of Payment Requests

PR2.1. Payments to public and health institutions, such as hospitals, universities, granting agencies and government
These relate to payments owed by the University to public and health institutions including institutional advances relating to research grants and contracts.
Exceptionally, payments to corporations based on agreements where no goods/services were purchased (e.g. awards, stipends).
PR2.2. Payments requested by Central Admin Units
These are to pay deductions at source, withholding taxes, union dues, benefits, pensions, insurance premiums, etc. to respective government offices and life insurance companies.
PR2.3. Payments to McGill student societies from university funds
These relate to contributions from a McGill unit, or the remittance of society fees collected from students by central administration. The letter of agreement should be submitted as supporting documentation or must be on file in Financial Services.
PR2.4.Refunds of amounts originally paid and credited to a University fund (FOAPAL)
Refunds typically originate from units providing services such as Residences, Athletics and the Executive Institute. Proof of the original payment and/or the calculation used to arrive at the refund amount is required as supporting documentation.
PR2.5. Payments made to Annuitants
These are submitted by the Office of Investments. Please refer to: Charitable gift annuities
PR2.6. Legal Settlements & Moral Damages
  • Legal settlements & Moral Damages where a conciliator/arbitrator has been appointed are non taxable and can therefore be processed on a payment request.
  • Legal settlements & Moral Damages where no conciliator/arbitrator has been appointed are taxable and must be processed via payroll.
PR2.7. Payments made on behalf of Trust Funds
Fund codes starting with ‘8’ are owned by affiliated yet legally separate entities, for which the University provides book-keeping services. It is not appropriate for trust funds purchases to be processed through a University formal purchase order or by PCard, therefore Payment Requests are the only means by which these separate entities can initiate payment to another 3rd party. Note: Personal Reimbursements charging a Trust Fund may be processed via Minerva Finance (Fund) Administration /Employee, Advances and Expense Reports menu.

Payment Request form

Overview of Procurement and Payment Methods

Research Administration Roles and Responsibilities


Publication Date: November 29, 2006
Revision Date: October 7, 2022- V 3.3

Effective Date: October 7, 2022

Related Memorandums, Announcements, and Revision Notes

October 7, 2022 - Version 3.3: Updated PR.2 Allowable Types of Payments Requests: PR2.1 added Exceptionally, payment to corporations based on agreements where no goods/services were purchased (e.g. awards, stipends).

September 16, 2022 - Version 3.2: Updated P2 Approvals and Responsibilities: P2.2 Options for Signatures/Approvals and PR1.2 first bullet point was clarified

August 29, 2022 - Version 3.1: Updated PR2.6: Provided more clarification to Legal Settlements & Moral Damages.

July 18, 2022- Version 3.0: Updated Purpose and Scope. Updated P1, P2, PR1, PR2, and PR3 - channel news.

June 18, 2021- Version 2.6: added PR2.8.

August 24, 2020 - Version 2.5: Updated P2.1: Added the word approval as per communication (link to the announcement) sent out over the FIS Listserv.

April 6, 2020 - Version 2.4: Overview section - Replaced the word Overview with Purpose and Scope;

December 13, 2019 - Version 2.3: Updated PR2.1.

March 07, 2019 - Version 2.2: PR 5: Removed Glossary of Terms.

October 22, 2018 - Version 2.1: PR 2.5: Replaced the term "subject fees" with "participant fees".

December 19, 2017 - Version 2.0: Updated P1 and P2 and removed PR4.

February 24, 2017 – Version 1.4: Replaced the phrase “academic staff or administrative and support staff” with "academic, researcher, or administrative staff"; Updated policy name reference for the Reimbursement of Travel and Other Expenses Policy.

February 3, 2017 – Version 1.3: Replaced the labeling convention "P1., P2., etc." in the Procedures section to "PR1., PR2., etc.".

March 16, 2016 – Version 1.2: Replaced the phrase “faculty or staff” with “academic staff or administrative and support staff”.

May 9, 2013 - Announcement from Cristiane Tinmouth, Controller, Financial Services about Delegation of Temporary Signing Authority Procedures For All Fund Financial Managers | Channels News.

May 6, 2013 - Memorandum from Rose Goldstein and Michael Di Grappa about Research Administration and Accountability – Tri-Agency Recommendations - NEW DELEGATION MENU | Channels News | PDF version

 

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