Payment Services, Payroll and Purchasing

Need Help? 

If you've read the instructions below and still need help related to your grant or something specific to Biology, please email biscfina'at'sfu.ca.  This should probably be your first stop.  If you're have technical problems with the software, a "Help" email address has been listed at the bottom of each section.

Project/Account numbers

Project/Account numbers consist of one alpha and 6 numeric characters.  They are grouped by "funds" depending on the source:

Fund 13
e.g. 13-N888888 internal funds
Fund 21
e.g. 21-S211111 special purpose funds
Fund 24   e.g. 24-E444444 external funds
Fund 25 e.g. 25-X177777 external funds - usually targeted to student support
Funds 31, 32, 36
e.g. 31-R666666 research funds

 

What is an "Alias" and when is it useful?

Any time you are in an electronic form (TEX, Purchase Requisition, etc.) and you see a field call "Alias", enter the project number - e.g. R666666.  It will populate all the other fields for you.  

Important:  You need to enter this FIRST.  If you enter any other number before entering the alias, it will not populate the line.

Frequently Used Object Codes

Expense Type Object Code Description
Computers & Software: 6010 COMPUTER HARDWARE UNDER 5K
  6012 COMPUTER HARDWARE OVER 5K
  6164 SOFTWARE LICENSE AND PURCHASES
Equipment: 6090 EQUIPMENT-GENERAL UNDER 5K
  6092 EQUIPMENT-GENERAL OVER 5K
  6772 EQUIPMENT AND FURNITURE RENTL
Materials & Supplies:
6120 LAB EQUIPMENT AND SUPPLIES
  6122 GAS INSUSTRIAL AND SCIENTIFIC
  6160 CLOTHING AND TEXTILES
  6260 SCIENCE STORES SUPPLIES
  6162 LAB ANIMALS
  6199 MATERIALS AND SUPPLIES - OTHER
Printing: 6116 BOOKS AND PUBLICATIONS
  6520 PRINTING AND DUPLICATION EXP
  6522 PUBLISHING EXPENSES
Shipping: 6510 FREIGHT EXPENSE
  6512 POSTAGE COURIER AND DELIVERY
  6514 CUSTOMS AND BROKERAGE
Travel: 7000 EMPLOYEE TRAVEL EXPENSES
  7002 EMPLOYEE FIELD TRAVEL EXPENSES
  7020 NON-EMPLOYEE TRAVEL EXPENSES
  7022 NON-EMPLOYEE FIELD TRAVEL EXP
  7030 VISITOR TRAVEL EXPENSES
  7040 CONFERENCE REGISTRATION
  7050
MEALS EXPENSES
Other: 6516 SERVICE CHARGES
  6518 PERMITS AND FEES
  6610 CONSULTING SERVICES
  6662 LONG DISTANCE PHONE CHARGES
  6660 TELECOMMUNCIATION CHARGES

Payment Services

  • Cash Advance (FINS) - Employees only (use to request a Travel Advance)
  • On-line Expense Report-TEX (FINS) - Employees only (non employees should use the Travel and Expense Claim form below) 
  • Travel and Expense Claim form - Non-Employees only (Navigate to Forms, then scroll down to Employee Travel & Expense - Online Claims section near the bottom of the page.)
  • Supporting documentation for an Expense Claim
  • "Lost Receipt" Declaration (Click on Forms and Resources, then scroll down to Employee Travel & Expense - Online Claims section near the bottom of the page.) - If you are missing a receipt, you will need to include this completed form with your expense claim.
  • Payment Requisition - Use to request a payment of less than $500  - do not use to request a Travel Advance.  Click on Forms and Resources and scroll down.  See also Payment Requisition Instructions.
  • Independent Contractor Agreement (ICA) - has been replaced by the Short Form Service Agreement (SFSA).  See Procurement section below.

Help:  tex_help'at'sfu.ca or you can call the Payment Services Helpline at 27087.

Payroll

Help:  payroll'at'sfu.ca 

Procurement (Purchasing)

Agreements up to $3499
The Short-Form Service Agreement (SFSA) is used and self-managed by the Department.
Research Accounting (RA) pre-approval is not required.
Invoices are forwarded directly to Payment Services and must include a copy of the the SFSA.
Payment Services forwards invoices to RA for review/approval before releasing payment.

Service Agreements between $3,500 and $9,999
PI completes the SFSA and signs only their portion of the document.
The PI sends a completed Requisition with the SFSA to Research Accounting for pre-approval.
Research Accounting sends the approved package to Procurement for processing.
Procurement creates a PO and adds the purchase order number to the SFSA.
Procurement forwards the SFSA to the Contractor and requests their signature.
When signature is received, the Contractor can commence work.
PI/Requester completes receiving when services are rendered.
Invoices are sent directly to Payment Services for processing.
Invoices are paid as a three-way match (SFSA, PO, invoice).

Service Agreements over $10,000
PI contacts their Procurement Officer (currently Laura Simonsen (laura_simonsen[at]sfu.ca; ext. 23295).
The Procurement Officer drafts a full agreement and requests a Requisition from the PI.
The PR and Agreement is sent (by Procurement) for RA review.
When approved by RA, the PR is pulled into a Purchase Order and the funds are encumbered.
The Procurement Officer coordinates all signatures.
Copies of the signed documents are sent to the Contractor and PI.
PI/Requester completes receiving as services are rendered.
Invoices (with PO number) are sent to Payment Services for processing.
Invoices are paid as a three-way match (SFSA, PO, invoice).

  • Short-Form Service Agreement  Click on "Procurement" to unpack the list of forms.  The SFSA is near the top.
  • New Vendor Registration (required for all first-time vendors to SFU before payment can be made - select Forms and Resources and scroll to Goods and Services Vendor/Supplier Payments)

Help:  procurement'at'sfu.ca