In efforts to improve business processes and ease of use of forms, we have made some revisions to the Request for Payment form and have created some guiding principles for when a single payment supplier can be used versus when a permanent supplier should be created.

Updated: Request for Payment form – Key changes

  • This form is not required if you have an invoice from the supplier (unless the invoice is in a language other than English). If submitting an invoice, the following requirements must be met:
    • Provide coding or PO/Receipt numbers directly on the invoice, or in the accompanying email, and submit it to acctpay@macewan.ca.
    • Ensure the invoice is billed to MacEwan University and includes an invoice number, invoice date, the name and address of the supplier, a GST number (if charging GST) and a description of the goods/services being provided.
  • The supplier address, phone number and email are required on the form.
  • Wire fees and rush payment (manual cheque) fees are no longer charged to individual departments, so there is no need to submit this form if requesting one of those payment methods.
  • Approvals are only required on the form if using a supplier that is excluded from the AP Voucher approval workflow (see list in the form instructions).
  • We are discontinuing the Manual Expense Claim form. Requests for employee or student expense reimbursements should be submitted using the newly updated Request for Payment form and noting supplier ID: 0010002535.

The updated Request for Payment Digital form is found in the Forms Cabinet on the myMacEwan portal.

We will accept old form submissions up to and including July 12, 2024. Beyond that date, we will connect back with you to resubmit using the new form.

Questions regarding the changes to this form can be directed to acctpay@macewan.ca.

New: Single Payment Suppliers guide – Key points

  • This guide is intended to provide information on when to use a single payment supplier.
  • Appropriate use of these suppliers can eliminate unnecessary work and speed up the payment process.
  • At this time, the only payment method offered if paying by single payment supplier is cheque.
  • There are several different categories of single payment suppliers and for each one, we have provided the following details:
    • Criteria for when to use each supplier
    • Backup needed to request a payment
    • Payment terms

The Single Payment Suppliers guide is found at myPortal.MacEwan.ca under Departments > Financial Services > Accounts Payable.

A short virtual information session will be held on July 17, 2024 to review these documents and answer any questions about how the changes might affect your department. Please email ramsaya3@macwan.ca if you would like to receive a link to this session.

Questions about the guide can be directed to suppliers@macewan.ca.

From Finance