Billing and payment
Our Financial Services team works with clients and vendors to ensure that the billing and payment process is timely, accurate and smooth.
University clients must have an internal customer account to submit a service request. You may have more than one internal customer account.
Customer account
To request a new internal customer account or change an existing one, complete this form and email it to arfacilities.services@utoronto.ca.
Billing
We bill our university clients for time and materials, which includes internal labour, contractor invoices, and materials. Billing takes place monthly through the SAP financial information system.
Monthly statement
Check the details of your monthly charges on the F&S Monthly Customer Statement report through the SAP financial information system. Refer to this guide for help.
Contact us
To discuss or clarify charges to your account, contact your property manager.
Non-university clients require a customer account to submit service requests.
Customer account
To request a new external customer account or change an existing one, complete this form and email it to arfacilities.services@utoronto.ca.
Billing
We bill our external clients for time and materials, which includes labour, contractors, materials, and adjustments. Billing takes place monthly by invoice.
Payment
Payment of F&S invoices is due in full within 30 days and is payable by cheque (sorry, we do not accept credit cards). Please send all cheques referencing the invoice number(s) to:
University of Toronto
Financial Services Department
215 Huron Street
Toronto, ON M5T 1A2
Contact us
Email us about any billing enquiries at arfacilities.services@utoronto.ca or call 416-946-5985. Where possible or applicable, to speed up your enquiry, please provide your customer number, billing date, service request number and amount billed.
We have an automated system to process vendor invoices. All invoices are paid within 35 days of receiving the invoice.
Send all invoices to apfacilities.services@utoronto.ca or mail to:
Accounts Payable
Facilities & Services
27 King’s College Circle, Suite 240
Toronto ON M5S 1A1
To ensure we process your invoices accurately and on time:
- Send invoices that belong to Facilities & Services only. All other invoices will not be processed.
- Don’t send multiple copies of the same invoice. Duplicate invoices will be flagged and may result in delayed payment of the original invoice.
- Send each invoice as a separate PDF attachment. The system can only process one invoice per PDF. The system only accepts PDF files.
- Don’t include any other attachments.
- Include the F&S contact name on the invoice, and where applicable, the location of service, the service order and/or purchase order number.
Cheque request
In certain cases, a cheque must be issued to a supplier in advance. Complete this form and email it to finance.fs@utoronto.ca.
Expense reimbursement
To submit an expense reimbursement, complete this form and email it to finance.fs@utoronto.ca. Refer to this guide for help. Original receipts must be submitted to any expense reimbursement form. If you’re missing a receipt, complete this form.
Monthly statement
Check the details of your monthly charges on the F&S Monthly Customer Statement report through the SAP financial information system. Refer to this guide for help.
New customer account
To request a new customer account or change your existing one, complete this form and email it to arfacilities.services@utoronto.ca.
New vendor account
To create a new vendor account to pay invoices against a new vendor, complete this form and email it to finance.fs@utoronto.ca.
Procurement policy exemptions
In cases where neither invitational nor open competitive procurement can be used as the procurement method, a procurement policy exemption may be permitted provided it meets the criteria for a limited tendering. Complete the sole proprietor compliance statement and the procurement policy exemptions justification form.
Procurement legislation — Building Ontario Businesses Initiative Act (BOBIA)
For purchasing goods and services below $100,000 (based on the estimated value of the purchase), please use the following forms:
For procurement of goods under $100,000
For procurement of services under $100,000
Vendor of Record – second stage invitational request for goods and/or services under $100,000
Non-Ontario business justification form (used if a non-Ontario business is selected)
All evaluations must incorporate an Ontario Business Preferential Margin of 10%.
Please review these items to ensure that you are compliant with the legislation as well as our responsibilities.
Purchase order
To create a new purchase order against the F&S budget, complete this form and email it to pofacilities.services@utoronto.ca.
To change the value of an existing purchase order against the F&S budget, complete this form and email it to pofacilities.services@utoronto.ca.
Purchasing card (PCard)
To get a PCard, email finance.fs@utoronto.ca. The Financial Services team will then send you a form to complete and will coordinate getting you a PCard.
To get a merchant block on your PCard lifted, email finance.fs@utoronto.ca The Financial Services team will then send you a merchant category block lift request form to complete.
To change or cancel your PCard, email finance.fs@utoronto.ca. The Financial Services team will then send you a change form to complete.
Scotiabank Visa travel and hospitality card
To get a Scotiabank Visa travel and hospitality card, email finance.fs@utoronto.ca. The Financial Services team will then send you a form to complete and will coordinate getting you the Visa card.
To change or cancel your Scotiabank Visa card, email finance.fs@utoronto.ca. The Financial Services team will then send you a change form to complete.
Resources
Helpful resources to understand financial and procurement policies, procedures and practices at U of T:
U of T’s basic guidelines for the purchase of goods or non-consulting services