How to Pay for Goods valued less than $10K

Phelpful tipsaying Sm@rtBuy Vendors

If you purchase goods through Sm@rtBuy, most vendors will send an electronic invoice through Sm@rtBuy, which will be paid by Finance. No action is required by the community. However, for purchases valued over $5,000 the end user is required to receive the goods in Sm@rtBuy before the invoice can be paid.

If the Sm@rtBuy vendor is unable to issue an electronic invoice a paper copy invoice is sent to Accounts Payable for payment processing. Should a department receive a Sm@rtBuy hard copy invoice they should forward to Accounts Payable for processing.

TIP: One way to recognize these invoices is by the Sm@rtBuy Purchase Order number on the invoice which is prefixed with a "P" to identify that the good/service was purchased via Sm@rtBuy.

Paying by PCard

Where the vendor accepts credit card payment the department should use the University purchasing card (PCard) to process the payment. Payment will be automatically charged to the cardholders cost centre.

To make a purchase outside of your PCard dollar limit, complete the Purchasing Card Change Request form.

Tip:  The original invoice and all corresponding documentation is to be retained in the department as per York's Common Records Schedule (CRS). Do not send copies of the invoice to Accounts Payable.

Paying by Payment Requisition

Where the vendor does not accept credit card payment, instruct the vendor to forward original invoice to the unit/department address. It is imperative that the vendor captures the name and internal mailing address of the individual placing the order on the invoice for identification purposes.

Forward the invoice with a completed payment requisition (PDF) form to Accounts Payable for payment processing. Refer to the Payment Requisition SOP (PDF) and the Tips on Completing a Payment Requisition (PDF) document for instructions on how to properly complete this form.

Paying by Wire/Draft

Where the vendor is not a Canadian or U.S. vendor, and the vendor does not accept credit card payment (PCard), forward the original invoice along with a completed Request for Wire/Draft form to Accounts Payable for payment processing.

Tip:  As each country is different and there may be unique banking information required that, if not included on the form will delay or stop the funds from reaching the vendor, it is recommended that the vendor check with their bank to obtain the information required for wiring funds to their account.

Forward the invoice with a completed Wire/Draft to Foreign Countries  (PDF) form to Accounts Payable for payment processing. Refer to the Wire/Draft to Foreign Countries SOP (PDF) document for instructions on how to properly complete this form.