Procurement Services & Accounts Payable Presentation Prepared by: Helen McDonald Senior Buyer, Research Procurement Services Department of Financial Services

Procurement Services Responsible for the sourcing of all goods and services on behalf of the University, excluding construction projects Responsible for ensuring compliance: with the University’s procurement policy CFO-20 with the regulations of various funding agencies, ie. CFI with the LCOP Quebec Government laws Assistance with strategic planning & support during the acquisition process

How to request goods and services Goods and services acquisitions must be requested via a Web Requisition Web requisitions are generated in an interface called Millennium To request access to the Millennium system, you need to send an email to the Business Process Office (BPO) at fisadmin@concordia.ca with a completed Financial Information System Access Request Form For training on the Millennium web req system, contact Mario Paradis, Procurement Services, ext.4048, mario.paradis@concordia.ca For small value items, under $5,000.00 before taxes, a purchasing card (P-Card) can be used. To request a P-Card, contact Frederick Clayman, Manager Accounts Payable, ext. 4763, frederick.clayman@concordia.ca. Note: Some products cannot be purchased with a P-card, ex: chemicals

Procurement Services Web Reqs are dispersed to the different buyers and staff in Procurement Services depending on the commodities and the dollar value of the acquisitions. Requestors will work with different contacts depending on what is to be purchased and its cost. Millennium keeps track of web req status Requestors are asked to plan their acquisitions to allow enough time for the procurement process, especially for acquisitions $100,000.00 and over, and for the delivery lead-time Contact Procurement Services to assist you at any stage of the procurement process Fund expiry date and fiscal year-end date: Please note the goods must be received at Concordia by those dates. It is not sufficient for the purchase orders to be issued by those dates, the orders must be physically received on campus to avoid loss of funding

Key Contacts Research (scientific equipment, goods and services): Josy Filyon, Buyer, ext. 3654, josy.filyon@concordia.ca Helen McDonald, Senior Buyer, ext. 5082, helen.mcdonald@concordia.ca IT (Computers & software): Marall Sarimazi, Assistant Buyer, ext. 3663, marall.sarimazi@concordia.ca Hilary Asaba, Buyer, ext. 3658, hilary.asaba@concordia.ca Akram Hadri, Senior Buyer, ext. 3402, akram.hadri@concordia.ca Operations and General Services: Josy Filyon, Buyer, ext. 3651, josy.filyon@concordia.ca Aurelia Munteanu, Senior Buyer, ext. 3657, aurelia.munteanu@concordia.ca Minor Purchase Order Assistance (under $5,000): Erin Clahane Assistant Buyer, ext. 4862, erin.clahane@concordia.ca Millennium Web Req System Training: Mario Paradis, Systems Analyst, ext. 4048, Mario.paradis@Concordia.ca Delivery, Customs Clearance & Returns: Neil Starkey, Expeditor, ext. 4049, neil.Starkey@Concordia.ca

Exceptions to Procurement Policy and Public Acquisition Laws Exceptions can be evoked to the CFO-20 Procurement Policy or LCOP laws, for example when only one product/manufacturer is available. The ACCMA form, aka sole source form, must be duly completed, signed and submitted to Procurement Services There are 2 types of ACCMA form, <$100,000 and >$100,000 Only to be used in exceptional situations Justification must be detailed, well researched and linked to the research and/or specific needs. It must be written in French or English and French. It cannot be in English only Please contact a Senior Buyer when completing an ACCMA over $100,000, to ensure justification contains relevant information.

Accounts Payable Processes Payment of invoices Related to Purchase Orders/Blankets Direct payments (Services only, under $5,000 before taxes) Reimbursement of expenses Corporate cards P-Card Management & payments Travel Guest honorariums & expense reimbursements (residents of Canada and non-residents) Foreign currency payments

Accounts Payable Contacts Payment of Invoices: Invoices on POs & Blankets – Vendors A-L: Amanda Maruca, amanda.maruca@concordia.ca or x4923 Invoices on POs & Blankets – Vendors M-Z: Anastasia Nesterenko, anestere@algol.concordia.ca or x4321 Direct pay Invoices: Frederick Clayman, Frederick.clayman@concordia.ca or x4763 Reimbursement of Expenses: Expense Reports over 500$: Mary Melnyk, Mary.Melnyk@concordia.ca or x4921 Expense Reports 500$ and under: Katherine Scribner, Katherine.Scribner@concordia.ca or x4341 Corporate Card: Cindy Warren: Cindy.Warren@concordia.ca or x4946 Pcard: Frederick Clayman, Frederick.Clayman@concordia.ca, x4763 Foreign Currency Payments: Frederick Clayman, Frederick.Clayman@concordia.ca, x4763 Other Inquiries: Accounts Payable General Information: 514-848-2424 x4941 Accounts Payable email: AccountsPayable@concordia.ca Cspace page (Services  Financial)

Travel Contacts University Appointed Travel Agencies : Norko International Travel Contact: Arif A. Khan Norko International Travel 514 - 871 - 8888 arif@norkotravel.com Uniglobe Voyages Lexus Contact: Mrs. Catherine Bouchard Corporate Travel Consultant Uniglobe Voyages Lexus 514 - 397 - 9221 Ext. 238 cbouchard@uniglobelexus.com Voyages Groupe Ideal Contact: Mickey Pero Voyages Groupe Ideal 514 - 342 - 9624 Ext. 4880 mpero@visionvoyages.ca Accounts Payable Travel Administrators: Travel Agencies: Katherine Scribner, Katherine.Scribner@concordia.ca or x4341 Travel: (Hotels, rental Cars, Airfare, Train, Other): Mary Melnyk, Mary.Melnyk@concordia.ca or x4921

Travel Contacts Transportation Train: For travel on via rail you can schedule through the Via Rail website and mention Concordia University discount code 810217; http://www.viarail.ca/en/fares-and-packages/business-travel/corporate-fares/concordia-university Car Rentals: Discount Car & Truck Rental; https://www.discountcar.com/ Air: Air Canada Corporate Rewards; http://www.aircanada.com/en/business/rewards/ Visit Cspace for instruction on how to register for Air Canada Corporate Rewards Program Local Hotels: Château Versailles Le Nouvel Hotel & Spa Le Meridien Versailles Marriott Residence Inn Montreal-Westmount The Hotel Novotel The Loews Hotel Vogue The Omni Hotel Le Centre Sheraton Montréal

Business Process Office (BPO) Services Access to Financial Systems (Banner and Millennium) Financial Reports Purchasing Card data Web Requisitions Financial System User Training - reports Banking Services Support and Compliance Business Process Analysis Contacts fisadmin@concordia.ca Amelia Candoleta- Business Process Manager (x4982) Riccardo Campopiano - Systems Analyst (x4945) Renee Cohen - Process and Policies Analyst (x4929) Tasia Argyrakis- FIS Support Analyst (x7629)

Useful Links CFO-20 Procurement Policy: http://www.concordia.ca/content/dam/common/docs/policies/official-policies/CFO-20.pdf?utm_source=redirect&utm_medium=pdf&utm_campaign=CFO-20.pdf BD-1 Contract Review, Signing and Required Approvals: http://www.concordia.ca/content/dam/common/docs/policies/official-policies/BD-1.pdf ACCMA (less than $100,000): https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/less-100k.PDF ACCMA (over $100,000): https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/greater-100k.PDF Standard Computer Waiver Form: https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/waiver-request.pdf PTAR Form: https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/public_tenders_authorization_request.pdf P-Card User Procedures & Guidelines: https://cspace.concordia.ca/content/dam/cspace/services/financial/docs/Procurement_Card_Program_Procedures_Guidelines.pdf Millennium Web Requisition User Guide: https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/WRMARCH2013.pdf BPO Financial Information System Access Request Form: https://cspace.concordia.ca/content/dam/cspace/services/financial/docs/fis_access_request.pdf

CONCLUSION Thank you for your attention Please do not hesitate to contact Procurement Services to assist you with the acquisition process Any Questions?