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There are several ways that items can be purchased at Toronto Metropolitan University. Most purchasing is done at a departmental level and is ordered via one of the following methods:
Purchasing Card
Purchasing Card
This is a Scotiabank Visa card that can be used for purchases up to $5,000, on a departmental level. The card is "owned" by the employee, however, all purchases are managed via the University Purchasing Card account. Bills are paid via the university. The "owner" of the card is responsible for all purchases and must ensure receipts are submitted to the Purchasing Card Administrator in Financial Services on a monthly basis.
iProcurement (Purchase Requisitions)
iProcurement (Purchase Requisitions)
This is a purchasing system operated within Oracle. The employee submits a Purchase Requisition via iProcurement and the item for purchase is ordered by the Financial Services Purchasing Department. Depending on the type of goods ordered and/or the dollar value, the ordering process may need to involve the tendering process, whereby the purchasing department puts out a call for bids. Each Requisition will result in a Purchase Order Number (PO #), which is recorded via the Oracle financial system. A Blanket Purchase Requisition may occasionally be used for repeat items over a specific period of time (eg. water cooler orders). Be sure to include start and end dates in the Notes section of the Requisition, and any pertinent details. When the order is complete, the initiator must put in a request to CLOSE the Blanket Purchase Requisition, and any remaining funds will be transferred back to their source. All TMU-approved computers (Laptops and Desktops) ordered via iProcurement will be sent to CCS (Technical Support) for tagging and uploading before delivery to individual departments.
Paying External Invoices
Paying External Invoices
Most items in departments are purchased internally via Purchasing Card or through purchase requisitions. In all of these instances, there is no additional payment process beyond the initial transaction. In some instances, departments may receive an Invoice directly. An example of this would be a yearly accreditation fee for your department or School. In such an instance, the process for payment is as follows:
Create a Purchase Requisition under iProcurement in Oracle. This will generate a Purchase Order within 24-28 hours.
Once the Purchase Order (PO) has been created, send a PDF copy of the Invoice to poinvoices@torontomu.ca. Be sure to include the PO number in your email.
Once the Invoice has been sent via email, Financial Services will process the Invoice and send payment.
Self Service Invoicing (SSI)
Self Service Invoicing (SSI)
The Self-Service Invoice (SSI) entry process in the Invoice Approval System is appropriate for processing payments when the TMU Purchasing Card (P-Card) is not accepted by the vendor and the purchase is less than $5,000. For information on paying vendors using SSI, please visit the SSI section of the Financial Services Paying Vendors Page. When purchasing goods and supplies at TMU, it is important to be aware of the TMU Purchasing Code of Ethics. Please visit the Purchasing and Payment website for all access to policies and procedures.
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