Suppliers to the University

Procurement & Contract Management (PCM) connects the supplier community to the University of Alberta through our network of services that includes: Procurement and Contract Management, Customs Services, Distribution Services, Payment Services and Travel Management.

PCM is responsible for administration and procurement procedures for goods and services on behalf of university faculties or departments, business units and for all research purchases.

PCM ensures that procurement activity is conducted in a fair, transparent and non-discriminatory process to provide the greatest benefit and best overall value to the university and is in compliance with university policy, competitive bidding laws and trade agreements. PCM advertises all public competitive bid opportunities on the Alberta Purchasing Connection (APC).

The University of Alberta uses the Coupa Software Procure-to-Pay platform (branded SupplyNet) to electronically process purchase orders and invoices for goods and services.

PCM has implemented a two-quote requirement for items being purchased where no PSA is in place. Vendors will be asked by U of A requesters to provide a) a quote on the item being requested or b) to complete the Invitation to Quote for Goods and Services Between $20,000 - $75,000.

Suppliers require a fully authorized contract in the form of purchase order (PO) or agreement prior to supplying goods, services or construction.

Invoices are to be submitted electronically as specified on our purchase orders - see How to submit a PO Invoice.

SupplyNet PO Terms and Conditions for Products and Services

Customs Services

All goods ordered by the UofA for delivery to Canada must be directed to our customs broker for clearance:

Thompson Ahern Int'l
6299 Airport Road, Suite 305
Mississauga, Ontario, L4V 1N3
Email: ualberta@taco.ca
Fax: (905) 677-3584

U of A Account #: 16213630

Suppliers must provide a completed Canada Customs Invoice referencing the UofA  PO/Agreement number and detailing the description of the goods (including catalog numbers if applicable), the country of origin (manufacture) and the value. The declared value of the goods must be the U of A total purchase price from the supplier.

Distribution

The UofA uses a central receiving model that receives all types of supplies, equipment, furniture, chemicals and cylinders for the entire campus. All items are tracked in a central system and confirmed upon delivery. Items identified as perishable or otherwise time-sensitive are delivered the day of receipt. Other items will be delivered the day of receipt or within 24 hours thereof if addressed correctly.

All deliveries should be labeled with the University of Alberta, the name of the individual to whom the goods are consigned as well as the department name, room number and building of the consignee. Missing information may result in delivery delays.

Payment Services

UofA standard payments terms are Net 30 days unless otherwise agreed by PCM and stated in writing in the PO or Agreement. Cheques and Electronic Funds Transfers (EFTs) are issued once per week on Wednesdays to Canadian and USA suppliers.

Suppliers currently paid by cheque are encouraged to complete the Supplier Change Request form to provide their EFT (or ACH) banking details to enable electronic payments.

We are not able to set up electronic payments solely from the details on the supplier’s invoice or from their profile in the Coupa Supplier Portal.

Wire Transfers to suppliers located outside of North America are completed weekly. We do not issue wire payments to suppliers in the USA or Canada. Please ensure your complete and accurate banking information is printed on your invoice. Alternatively, suppliers may provide a Wire Transfer Form with an invoice. Incomplete or inaccurate information will result in delays and additional bank fees.

Payment Services does not pay suppliers from a statement of account, proforma invoice or email. We require an original invoice issued to the University of Alberta, referencing the PO/Agreement number, name and contact information of the U of A employee who placed the order, supplier name, address and remittance information, invoice number, invoice date, detailed description of the goods/services purchased, total tax and GST/HST registration number (if applicable), total amount due and currency of settlement. Invoices are to be submitted electronically as specified on our purchase orders - see How to submit a PO Invoice.

Email accounts.payable@ualberta.ca for invoice and payment related inquiries.