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Quick Reference Guide - Making Payments

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How to pay a... Expense Description Form/System Policy/Procedure Supporting Documentation Approval Required Payment Timing
Consultant Consulting services must be vetted via procurement process Contact Strategic Procurement Services Purchase Requisition via the acQuire system Policy Procedure Contact Strategic Procurement Services Contact Strategic Procurement Services Please see Payment Terms here
Employee Cash Advance Travel advance or Participant advance CAD currency only Expense Reimbursement System (ERS) Policies & Procedures page Enter required fields when prompted in ERS Signing Designate for Department/Fund or Project <= 15 business days
Employee Reimbursement Travel expense or Non-Travel expense CAD currency only Expense Reimbursement System (ERS) Policy Procedure on Secretariat website Electronic receipts as required (photo or scan picture of original receipts and attach to claim in ERS) Signing Designate for Department/Fund or Project <= 15 business days
Independent Contractor Services by Self-employed worker Applicable form in acQuire Policy/Procedure Original invoice Social Insurance Home address Signing Designate for Department/Fund or Project Please see payment Terms here
Supplier <$10K and no PO Goods or Services

Applicable form avaiable in acQuire or P-Card (if option)

acQuire - Strategic Procurement Services

 Original invoice Signing Designate for Department/Fund or Project

Please see payment terms here
Supplier >$10K with PO Goods or Services Purchase Requisition in acQuire - Strategic Procurement Services Original invoice approved by department in acQuire when goods or services received. Necessary applicable quotes or exemption form.   Please see payment terms here
Visitor Non-Resident of Canada Speaker Fee, Honorarium, or Services provided in Canada Applicable form in acQuire - Strategic Procurement Services Original invoice if services Social Security Number Home Address Bank info if Wire Transfer Signing Designate for Department/Fund or Project Please see payment terms here
Visitor Resident of Canada Speaker Fee, Honorarium, or Services provided in Canada Applicable form in acQuire - Strategic Procurement Services Original invoice if services Social Insurance Number Home Address Bank info if Wire Transfer Signing Designate for Department/Fund or Project Please see payment terms here
Visitor Reimbursement Non-Travel Expenses Expense Reimbursement Form (PDF, 1.1MB) Original Receipts Home Address Bank info if Wire Transfer Signing Designate for Department/Fund or Project <= 15 business days
Visitor Reimbursement Travel Expenses Expense Reimbursement Form (PDF, 1.1MB) Original Receipts Home Address Bank info if Wire Transfer Signing Designate for Department/Fund or Project <= 15 business days