Billing and payment

Billing and payment

Our Financial Services team is dedicated to working with clients and vendors to ensure that the billing and payment process is timely, accurate and smooth.

We have developed tools to make financial transactions easier, including a service request portal for clients and an automated system to process vendor invoices.

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 internal customer account, complete this form and email it to arfacilities.services@utoronto.ca. 
  • Billing: We bill our University clients for time and materials that 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 external customer account, complete this form and email it to arfacilities.services@utoronto.ca. 
  • BillingWe bill our external clients for time and materials that 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:

         Customer BillingFinance
         Facilities & Services
         255 McCaul St.Fourth Floor
         Toronto, ON M5T 1W

  • Contact us: Contact us about any billing enquiries at arfacilities.services@utoronto.ca or 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 
         255 McCaul St., Fourth Floor 
         Toronto, ON M5T 1W7 

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 purchase order number.

Internal F&S clients must have a customer account to submit for services charged to the F&S budget.

Cheque request

Expense reimbursement

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

New vendor account

Procurement policy exemptions

Purchase order

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 make a change to your PCard, or cancel your card, 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 make a change to your Scotiabank Visa card, or cancel your 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 the University of Toronto: