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Purchases

1. System-generated (FIS) purchase orders are issued by the department:
       (a) Prior to placing the order for all purchases over $5,000 (before taxes).
       (b) Prior to placing the order for all purchases over $25,000 (before taxes).
       (c) Upon receipt of the invoice for purchases exceeding $5,000 (before taxes).
       (d) Never, regardless of dollar value.

2. Written agreements are completed for purchases:
       (a) When retaining consultants or other service providers.
       (b) Where specifications, deliverables, timelines or other details are complex or lengthy.
       (c) Where a specific contractual commitment is desired by the purchaser or vendor.
       (d) All of the above.

3. Purchases are authorized by:
       (a) The department head or authorized designate for operating and trust accounts and by
          the principal investigator for research accounts.
       (b) A Vice-President or Chief Financial Officer for engagements of consultants or contracts
          for professional services of a non-employment nature over $25,000 per supplier per
          year.
       (c) End users of the goods or services.
       (d) Both (a) and (b) above.

4. Granting agency restrictions are reviewed to ensure eligibility of expenses charged to research accounts:
       (a) Prior to initiation of the purchase.
       (b) Upon receipt of the suppliers invoice.
       (c) During periodic reviews of research account activity (e.g. monthly or quarterly).
       (d) At the research grant year end prior to issuing a financial report to the sponsor.

5. Purchases are split into multiple smaller amounts:
       (a) When the full amount requires a higher number of competitive quotations.
       (b) When the full amount requires a system-generated purchase order.
       (c) When the full amount requires a higher level of authorization.
       (d) None of the above.

6. Invoices and cheque requests are authorized by:
       (a) The department head or authorized designate for operating and trust accounts and by
          the principal investigator for research accounts.
       (b) The individual who ordered the goods or services purchased.
       (c) The individual who received the goods or services purchased.
       (d) None of the above.

7. When processing a suppliers invoice for payment:
       (a) It is reviewed for accuracy, appropriate approval and, where applicable, agreed to a
          receiving document (e.g. a signed/initialled receiving report, packing slip, or goods
          receipt document, etc.) and purchase order/contract terms.
       (b) As in (a) above, and competitive quotes are obtained if required under the Purchasing
          Policy
.
       (c) As in (a) above, and a system-generated purchase order is generated if required under
          the Purchasing Policy.
       (d) None of the above.

8. For purchases made from a small service provider (i.e. total sales of the service provider do no exceed $30,000 per annum) that does not charge GST:
       (a) GST is self-assessed when processing the invoice for payment.
       (b) A Small Trader certificate signed by the service provider is obtained and kept on file.
       (c) The invoice is held until the service provider provides a GST number.
       (d) The invoice is posted with the appropriate tax code indicating no GST and no further
          action is taken.

9. An RST (Retail Sales Tax) exemption is claimed for:
       (a) All purchases paid from a research account.
       (b) Chemicals and consumable lab supplies used exclusively for research.
       (c) Equipment and service/repairs to equipment used exclusively for research.
       (d) None of the above.

10. The P-Card is used for:
       (a) Personal purchases where the employee identifies and repays the personal amount to
          the appropriate fund center or fund.
       (b) Cash advances.
       (c) Purchases not exceeding $10,000 per transaction for University business.
       (d) None of the above.

      

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