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

2. 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

3. 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 to the Business Process Office (BPO) at with a completed Financial Information System Access Request Form
For training on the Millennium web req system, contact Mario Paradis, Procurement Services, ext.4048,
For small value items, under $5, before taxes, a purchasing card (P-Card) can be used. To request a P-Card, contact Frederick Clayman, Manager Accounts Payable, ext. 4763,
Note: Some products cannot be purchased with a P-card, ex: chemicals

4. 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, 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

5. Key Contacts Research (scientific equipment, goods and services):
Josy Filyon, Buyer, ext. 3654,
Helen McDonald, Senior Buyer, ext. 5082,
IT (Computers & software):
Marall Sarimazi, Assistant Buyer, ext. 3663,
Hilary Asaba, Buyer, ext. 3658,
Akram Hadri, Senior Buyer, ext. 3402,
Operations and General Services:
Josy Filyon, Buyer, ext. 3651,
Aurelia Munteanu, Senior Buyer, ext. 3657,
Minor Purchase Order Assistance (under $5,000):
Erin Clahane Assistant Buyer, ext. 4862,
Millennium Web Req System Training:
Mario Paradis, Systems Analyst, ext. 4048,
Delivery, Customs Clearance & Returns:
Neil Starkey, Expeditor, ext. 4049,

6. 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.

7. 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

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

9. Travel Contacts University Appointed Travel Agencies :
Norko International Travel Contact: Arif A. Khan Norko International Travel
Uniglobe Voyages Lexus Contact: Mrs. Catherine Bouchard Corporate Travel Consultant Uniglobe Voyages Lexus Ext Voyages Groupe Ideal Contact: Mickey Pero Voyages Groupe Ideal Ext
Accounts Payable Travel Administrators:
Travel Agencies: Katherine Scribner, or x4341
Travel: (Hotels, rental Cars, Airfare, Train, Other): Mary Melnyk, or x4921

10. Travel Contacts Transportation
Train: For travel on via rail you can schedule through the Via Rail website and mention Concordia University discount code ;
Car Rentals: Discount Car & Truck Rental;
Air: Air Canada Corporate 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

11. 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
Amelia Candoleta- Business Process Manager (x4982)
Riccardo Campopiano - Systems Analyst (x4945)
Renee Cohen - Process and Policies Analyst (x4929)
Tasia Argyrakis- FIS Support Analyst (x7629)

12. Useful Links CFO-20 Procurement Policy:
BD-1 Contract Review, Signing and Required Approvals:
ACCMA (less than $100,000):
ACCMA (over $100,000):
Standard Computer Waiver Form:
PTAR Form:
P-Card User Procedures & Guidelines:
Millennium Web Requisition User Guide:
BPO Financial Information System Access Request Form:

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