Finance Forms, Procedures, Guidelines and Handbooks

• Journal Correction/Transfer Request Form
• Salary Correction Form

• Direct deposit form
• Off-cycle payment request form
• One-time/lump-sum payment request form
• Replacement cheque request form

• EverythingCard Process FAQ Document
• EverythingCard Set Up Form
• Subject fee and travel declaration form - **limited use only**

New Supplier Request form (new request for business or individual)

NOTE: ONLY to be completed and submitted by an employee or individual affiliated with the University of Calgary.

Step 1:   Instructions on how to verify if a supplier is already set up in PeopleSoft (Active or Inactive)

Step 2:   Complete the New Supplier Request form and email it to [email protected] (if applicable by your search from Step 1 above)

               a) Download the form and save it to your computer

               b) Populate the saved form

               c) Save & submit for processing to [email protected]

               d) Instructions on how to complete the New Supplier Request Form

Step 3:   Request form processed, and preferred payment method setup by supplier administration

Step 4:   Supplier ID provided to requestor and supplier by supplier administration

Step 5:   Process to payment via requisition, or PRQ

Supplier Information Enrollment form (New Canadian or USA suppliers)

NOTE: Only the supplier is to complete this mandatory form.

To expedite the setup of a supplier file, please ensure a preferred payment method is selected, either Electronic Funds Transfer (EFT) or automated virtual Visa payments (VPA), along with appropriate supporting documentation. 

Supplier Change Request form (All business & individual suppliers)

NOTE: Only to be completed and submitted by an employee or individual affiliated with the University of Calgary.

For all CDN and USA supplier contact information updates, including name, address, phone or email. Please submit this form along with supporting documentation (invoice or email request from supplier) to [email protected]

The Change Request form is also to be used for the reinstatement of an inactive supplier.

Electronic Funds Transfer form (Canadian or USA suppliers and individuals)

NOTE: Only the supplier or individual is to complete this form.

To expedite the setup, please ensure either a bank certified direct deposit letter or a copy of a void cheque is submitted with this form.

Visa Payables Enrollment form (Canadian or USA suppliers)

NOTE: Only the supplier is to complete this form.

The University of Calgary is introducing a new payment method via a direct payment for a PO from a virtual credit card. With this payment method, the current processes for epro requisitions and submitting invoices will remain the same. The only change will be the payment method.

Overview of Visa Payables.

Wire Payment Request form

To be used for suppliers or individuals with International addresses for proper formatting of Wire Payment Information.

• Cash advance clearing guide: The cash advance clearing guide provides step-by-step instructions on how to clear cash advances received for university expenses.
• Pay low-dollar invoices (under $2,500): The preferred method of payment for these invoices is the University credit card. However, in instances where either no credit card is available or the vendor does not accept payment via credit card, the Payment Request can be used to pay low dollar company invoices <$2,500.   
• Travel and expense reimbursement handbook: This handbook outlines the procedures for expenses and reimbursements regarding travel and entertainment, including advance payments and non-employee regulations.

For more information on these processes, visit the Training and Development site to access job aids: go to Learning Resources, log in with your UCID, then click on Expenses under Featured Topics.

External Billing is the generation of a University of Calgary invoice to request payment of goods or services provided by the University to an external party, for research funding or for the recovery of costs incurred by the University on behalf of an external party. Tuition assessments and other transactions recorded on student accounts as well as inter- departmental billings do not fall within this category.

All other credit and billing responsibilities remain with the billing unit.

***Please review the External Billing Procedure document for necessary PeopleSoft access request and training materials.

For more information on these procedures, visit the HR Training & Development Web site: Accounts Receivable (Cash & Billing) 

• Tri-Agency Incremental Costs: COVID-19 *NEW