University of Saskatchewan

Financial Services Division (FSD)

Guidelines & Procedures

Completing a Cheque Requisition/Reimbursement Claim Form

(We recommend completing this form before printing to take advantage of drop-down selections, defaults and field formats.)

This document provides assistance in completing the Cheque Requisition/Reimbursement Claim form.

Note:

The Cheque Requisition/Reimbursement Claim form should not be used for payment of goods or services over $5,000. (See Procurement and Solicitation of Competitive Bids Policy.) Regardless, there may be non-procurement transactions over $5,000 where the use of a Cheque Requisition/Reimbursement Claim form is appropriate, e.g. remittances, grant payments, refunds, etc.

Goods valued at $5,000 or less should be acquired using a PCard where possible.

Services valued at $5,000 or less require the completion of a service contract. (Contact Purchasing Services at 966-6704.)

Instructions:

  1. Attach ORIGINAL documentation (invoices, receipts, etc.) to support the expenditure.
  2. Forward completed form to Payment Services, E80 - Administration Building.
  3. For payments to companies/non-employees - please allow 15 working days, from receipt of the form in Payment Services, for cheque creation.
  4. For reimbursements to employees - please allow 10 working days, from receipt of the form in Payment Services, for cheque creation.

Examples of a completed "APEF" and a "regular" Cheque Requisition/Reimbursement Claim form can be found at the end of this document.

Field Description
UniFi Vendor Number

If you do not know the vendor number, it can be obtained in one of three ways:

  1. In UniFi Plus access the Entity Name/ID Search Form (FTIIDEN).   Uncheck the ‘Vendors’ box at the top left. Enter the name of the vendor in the ‘Last Name’ field followed by % (e.g. Ack% - for Acklands).  This field is case-sensitive. Press ‘F8’ key, or select the ‘Execute Query’ icon. Choose the vendor number you want to enter on the cheque requisition/ reimbursement claim form.

    For companies, do NOT choose vendors whose number begins with a letter, e.g. ‘C’ or whose ‘Type’ = ‘LGCY’.

    For individuals, chose the vendor number designated by ‘Type’ = ‘BID’.
  2. In Self-Service UniFi by using CODE LOOKUP at the bottom of the “Purchase Requisition” screen.  From the ‘Type’ drop-down list, select ‘vendor’.  In ‘Title Criteria’ enter a portion of the vendor name followed by % (e.g. Ack% - for Acklands).  This field is case sensitive.  Click on ‘Execute Query’.  From the Code lookup results choose the vendor number you want to enter on the cheque requisition/reimbursement claim form.
  3. If you are an employee submitting an APEF or DSAE claim, you can also look up your own UniFi vendor number on PAWS under the Admin Services tab in the channel called My Professional Funds.

Note: Call UniFi Support @ 8783 if you require assistance.

PAYEE Legal name of company or individual being paid.
Address Line 1
Address Line 2

City

Prov/State

Postal/Zip Code

Country

(For non-employees)

Full mailing address information is required if the payee is a company or a non-employee.




Province/State can be selected from the drop down list.



Select the name of the country from the drop down list.  If the country name is not listed, select Other, complete the remainder of the form, and then record the country name on the form after you print it.

NSID

(For employees)
The NSID is the employee's Network Services ID. This is the User Name individuals use when they sign in to PAWS. The format is "abc123".
Building and Room No.

(For employees)
On campus mailing address information of the employee being paid.
Fund Type

(required field)

Fund type is to be selected from the drop down list.  Note: It is important to consider the fund being charged as some types of expenditures are not permitted against certain funds.

The fund type choices are:

Accountable Professional Expense Fund (APEF)

Deans & Senior Administrator Expense (DSAE)

Sabbatical / Administrative Leave Fund

Other Fund – includes:

  1. Unrestricted - fund numbers that begin with a ‘1’ or a ‘2’, except as listed above or funds involving a contract with a third party
  2. Restricted:
    - Student Awards – fund numbers begin with a ‘3’
    - Research – fund numbers begin with a ‘4’
    - Endowments – fund numbers begin with a ‘6’
    - Capital -  fund numbers begin with an ‘8’
Item # Code each different item(s) (purchase/payment/invoice) to as many CFOAPAL(s) as required; then assign a unique Item # to the CFOAPAL(s) used for that item.
CFOAPAL Coding To allocate purchase costs, the appropriate CFOAPAL - UniFi Chart, Fund, Org, Account and Program Code needs to be entered beside the amount to be charged to each fund. The coding of the 'activity (Acty)' and 'location (Lctn)' elements are optional; the other fields are required.
Foreign Currency Settlement Record the currency to be used for this cheque.
Item # The Item #'s recorded in this area will correspond to the Item #'s listed above.
Description/Explanation of Expenditure Description of the expenditure. Please keep the descriptions brief as the field limit is 100 characters.
Requisitioner's/Claimant's Signature The requisitioner/claimant must sign the form. The signature certifies that all expenses incurred are related to university business, that none have been paid by/claimed from other organizations and that they comply with university policies and guidelines.

NOTE: Many claims are returned because they lack a signature.
Date Date the form was signed.
Prepared By/For Information Contact: Name (please print) of the person who prepared the form or who should be contacted for clarification or additional information.
Department/College Home department or college of the contact person.
Phone Number Phone number of the contact person.
Approver's Signature The form must be approved by the person having signing authority for the UniFi Fund(s) to which the expenditures are being charged.

NOTE: For clarification:

"appropriateness" is defined as 'suitable or fitting for a particular purpose, person, occasion, etc.'

"reasonableness" is defined as 'not exceeding the limit prescribed by reason; not excessive'

(Source: Merriam-Webster Dictionary of Law)
Print Name Print the name of the individual approving the cheque requisition.
Title Title of the individual approving the cheque requisition.
Date

Date the form was approved.

Example of APEF Cheque Requisition/Reimbursement Claim

APEF Example

Example of Regular Cheque Requisition/Reimbursement Claim

Regular Example