Submit forms for Accounts Payable, Research Accounting, Banking

Canada Post Strike Update - May 20^th 2025:

In preparation for a potential Canada Post strike starting this week, we will be holding all cheques issued from payment runs conducted from Tuesday the 20^th of May onwards in Financial Services until we can be sure that deliveries of cheques will not be impacted. Here are some options regarding new or existing requests in the system:

For previously submitted requests:

All cheques printed on or after Tuesday 20^th of May are being held in Financial Services. To arrange for pick-up of already printed cheques, please complete the Request Form - Cheque Pick up Request. The Accounts Payable team will confirm when the cheque is ready to be picked up (please wait to receive a notification saying it is ready for pick up).

How do I know when the cheque was printed? Within FAST when you got to the account you charged with the request, look to the column that says “Tran Date” this is the date that the transaction was entered by the team. The payment runs occur on Tuesday and Friday so the cheque will have been printed on the Tuesday or Friday following this date.
How do I know if it was a cheque or a direct deposit payment? Within FAST when you look at the transaction, under the “Chk#.” column it will start with “!” if it was a direct deposit and “0” if it was a cheque.

For new payment requests, please consider the following methods to ensure timely payment:

For reimbursements and payment requests (including honorariums, scholarships, awards):

Arrange for the cheque to be picked up at the Financial Services counter (Michael Williams Building, B wing) using the “Special Handling Instructions” section of the online form
For faculty, staff and students only, encourage self-enrolment of direct deposit (Direct Deposit)

For invoice payments:

Review the invoice to see if the vendor accepts credit cards
- Arrange for payment by someone in your department / unit that already has a c-card
- Reconcile using Chrome River as usual
For vendors not already set up to receive payments via direct deposit
- You can provide special handling instruction when submitting the invoice requesting to pick up the cheque and organize for it to be delivered via courier or in person.

How do I know if my vendor is set up for direct deposit? You will be able to tell if you have previously paid them; looking at a previous payment to them in FAST if the “Chk.#” column starts with a “!” it was paid via direct deposit. If it starts with a “0” it will have been paid via Cheque.

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Financial Services is using a ticketing system to help track enquiries and form submissions. Use the links to the forms below to submit your enquiries and any forms to the Accounts Payable, Research Accounting, and Banking teams.

Already submitted some tickets? View your existing requests in the ticketing portal.

Online forms
Form submission portal
Vendor invoices
Banking and incoming deposits
Ask a question

Click on the relevant button below to complete and submit an online form for these services:

Payment request form Use this link to submit payment requests including: honorariums one time scholarship payments other payments without an invoice
Accountable advance request Use this link to submit accountable advance requests
Accountable advance request: Indigenous ceremonies / events Use this link to submit accountable advance requests for Indigenous ceremonies or events
Cheque cancellation / reissue Use this link to submit requests to cancel and/or reissue a cheque
Petty cash fund open / close Use this link to request a new petty cash fund or to close an existing petty cash fund
Direct payment to Indigenous payees Use this link to request a direct payment to an Indigenous payee

I have a completed PDF form to submit	*new form submission portal
Several of our PDF forms have been converted to new online forms (see the online forms tab). For the forms that have not been converted, you can complete the PDF form and submit it using the button above. Alternatively, Chrome River can be used to submit many of these expenses. Business expense reimbursement form Travel expense reimbursement form Accountable advance clearing form Accountable advance clearing for Indigenous ceremonies / events Relocation assistance form
Grad support / monthly scholarship payment Use this link to submit the grad support / monthly scholarship payments form: new requests request to change existing set up request to cancel
Bulk payment upload (APFeeds) Instead of completing several payment request forms for the same type of payment for different payees, you can submit this type of request via spreadsheet with an accompanying approval Complete the payment upload template and attach it to the bulk payment upload online form (button above) For more information on this process, refer to the bulk payment upload quick guide or contact Accounts Payable

Vendor invoice submission

Use this link to submit vendor invoices for payment
Only submit one invoice per submission as this helps to ensure timely processing

Incoming deposits form

If you are anticipating funds to be sent to the university, you can assist the banking team in identifying deposits by filling out this form

New Moneris merchant application form

Use this form for requesting a new Moneris merchant account to accept payments for your department or unit. For more information on accepting payments refer to the incoming debit and credit card payments webpage.

PED loan request form

Use this form to request a loan of a payment entry device (PED) machine for a short-term event. Someone from the Banking team will contact you to confirm details and arrange for pick up of the PED machine.

I have a question

Use this link to ask questions about any of our services