Purchase Services Valued up to $25K | Purchase Goods and Services

Paying for Services from a Contractor valued up to $25K can be done with or without a PCard.

Where possible, Canadian Contractors should be paid using PCard.
If the contractor does not accept PCard payments, you must submit a Purchasing Requisition via SmartBuy.

Use the tabs below to determine the proper processes for purchasing goods with or without a PCard.

A reminder that you may be able to access better pricing and terms if you purchase from a Vendor of Record. Please be advised that purchases from Vendors of Record are exempt from BOBIA regulations.

If your purchase of services will be over $25K, please see the requirements regarding purchases purchases between $25K and $50K, and purchases over $50K.

Purchase with PCard
Purchase without PCard

Where possible, purchases outside Sm@rtBuy should be made using a PCard.
Should you require an increase to your PCard limit, complete and submit the Purchasing Card Change Request Form.

1. BEFORE PURCHASE

Three steps are required before you purchase:

Check if you can purchase from a Vendor of Record.
Confirm you are engaging with a Contractor. If the service provider is an individual (that is self-employed, a sole proprietor, operating through an incorporated entity or other) ensure that an Independent Contractor Questionnaire (ICQ) has been completed for this engagement, signed by the independent contractor, and Accounts Payable have approved the service provider as an 'Independent Contractor'.
Check if an Ontario business can provide the services and retain the Ontario Business Attestation form for your records.
If you are not purchasing from an Ontario business, please keep the Non-Ontario Business Justification form for your records.

To increase your PCard limit complete and submit the Purchasing Card Change Request Form.

2. PURCHASE

Make the payment using your PCard. Payment will be automatically charged to the default account and cost centre linked to the PCard.

Save the receipt (confirmation of payment) on file as per York's Common Records Schedule (CRS) as well as the Ontario Business Attestation form and the Non-Ontario Business Justification form (if required).

3. AFTER RECEIPT OF GOODS

Complete your monthly PCard reconciliation including reallocation of charges (if required).

Do not send copies of the receipt to Accounts Payable.

Where the Contractor does not accept credit card payment, your PCard limit is not sufficient, or the Contractor is not Canadian, services can be purchased and an invoice sent to York (vendorinvoices@yorku.ca).

The payment of invoices that do not require the submission of a purchasing requisition (Non-PO Invoices) will be directed and processed through Sm@rtBuy. A reminder that several kinds of payments are exempt from this process, and should be processed as usual.

1. BEFORE PURCHASE

Two steps are required before purchase:

Check if you can purchase from a Vendor of Record.
Confirm you are engaging with a Contractor. If the service provider is an individual (that is self-employed, a sole proprietor, operating through an incorporated entity or other) ensure that an Independent Contractor Questionnaire (ICQ) has been completed for this engagement, signed by the independent contractor, sent for approval to vendorinvoices@yorku.ca.
Check if an Ontario business provide the services.
Download the Vendor Quote Solicitation form.
Submit an Ontario Business Attestation form to the vendor, unless they appear in the Ontario Business database.
Confirm if the vendor requires a Purchase Order (PO).
If yes, complete and submit a non-catalogue purchasing requisition form in SmartBuy. , along with the approved ICQ for this engagement (if the service provider is an individual) and include the following:
a) Vendor Quote Solicitation form
b) Ontario Business Attestation (OBA) form (if required)
c) Non-Ontario Business Justification (NOBJ) form (if applicable)

As of March 11, 2024, all new purchasing requisitions will need to be submitted through Sm@rtBuy, as paper/PDF requests emailed to purchase@yorku.ca will no longer be accepted. More information on the Purchase Requisition to Purchase Order process can be found here.

2. PURCHASE

If you did submit a Purchasing Requisition Form

A copy of the Purchase Order will be available through Sm@rtBuy.

More information about Purchase Orders can be found here.

If the contractor requires direct deposit setup, please send the request to venreq@yorku.ca and attach a completed copy Application for Vendor Direct Deposit Banking Form.

If you did not submit a Purchasing Requisition Form

Purchase the service directly from the contractor and request an invoice to be sent directly to Accounts Payable at vendorinvoices@yorku.ca.

A reminder that all submitted invoices should include essential information to allow for timely processing.

Reminder: The Ontario Business Attestation (OBA) form must also be collected and, if applicable, a completed Non-Ontario Business Justification (NOBJ) form.

3. AFTER RECEIPT OF GOODS

If you did submit a Purchasing Requisition Form

Three steps are required after receipt of goods:

Complete a receipt in SmartBuy to acknowledge receipt of goods and services. More information about the receiving of services, including the process for requesting partial payment can be found here.
For payment to a vendor outside Canada or the United States, please complete a Wire Draft to Foreign Countries form.
If the vendor has submitted the invoice to you, please forward to Accounts Payable at vendorinvoices@yorku.ca.

If you did not submit a Purchasing Requisition Form

Please follow the non-PO invoice process. Instructions can be found here.

How to reach us

4747 Keele Street Unit 1
Toronto, ON M3J2N9

Office Hours:
Monday to Friday
8:30AM - 4:30PM

Telephone: 416 736 5857 (Ext. 55857)

Email: purchase@yorku.ca

Fax: 416 736 5630

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