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McGill.CA / Financial Services / Guide to Financial Management / Procurement and Payment Methods

Payment Requests

OVERVIEW of Payment Requests

Payment Requests are to be used when no other method of payment is appropriate ( e.g. Purchase Requisitions, PCard, Payroll and Expense Reimbursements).

The following are the ONLY acceptable types of payments to be requested on a Payment Request:

  • To public and health institutions, such as hospitals, universities, granting agencies and government.
  • To corporations/companies
  • To government offices and life insurance companies.
  • To McGill student societies from university funds.
  • Refunds of amounts originally paid and credited to a University fund (FOAPAL).
  • For payments made on behalf of Trust Funds
  • To Annuitants

For more information, please refer to the Payment Requests Policy.

To request a Payment Request, please submit the Payment Request form.

When applicable, the creation of new vendor codes may result in a delay of 5-7 business days.

How to submit a payment request

All Payment Requests must be sent via email to paymentrequest [at] mcgill.ca

FFM/Delegate Approval:

  1. All approval options are clearly documented in the Payment Request Policy. Please refer to P2.2
  2. For options P2.2.2. and P2.2.3., please ensure the FFM/Delegate is copied on the email sent to paymentrequest [at] mcgill.ca
  3. Please ensure the delegation record (i.e. email, screenshot from Minerva Temporary Delegation Signing Authority Menu, Acting as Unit Head Approval form, etc..) is included in the PDF.

One email = one PDF = one invoice:

  1. The email sent to paymentrequest [at] mcgill.ca must ONLY include one PDF
  2. The PDF must include the Payment Request Form and the Supporting Documentation.
  3. One PDF is required for each invoice even if there are multiple invoices for the same payee
  4. New: To facilitate the processing and searching of Payment Requests, please use the following naming convention for the PDF:
    • fund number_payee name_purpose/invoice no._$amount
    • Example: : 159391_University of Alberta_Invoice123_$1,000)

Submitting a secure PDF:

  1. To ensure the PDF cannot be tampered with, please use the following print settings:

Send the Payment Request PDF ONLY once:

  1. To reduce the risk of duplicate payments, please ensure the Payment Request PDF is only submitted once.
  2. If a status is required on the Payment Request, do not communicate to paymentrequest [at] mcgill.ca and re-submit the PDF. Please submit a ticket via the FIS Service Desk.
  3. Payment Requests that abide by the Payment Request Policy and the How To’s, will take an average of 15 business days to be processed once received by paymentrequest [at] mcgill.ca.

Note: Payment Requests that do not abide by these How To’s will be rejected.

How to look up the payment status of a payment request

Viewing the payment status of a payment request is performed in Banner, using the form FGITRND.

Quick Steps:

  1. Select the form FGITRND from the Finance Fast Track Menu on the Main Menu or type FGITRND in the Go field and hit Enter.
  2. If querying a payment made in another fiscal year, tab to the Fiscal Year field and enter the fiscal year in which payment was to be issued.
  3. Tab to the Fund field and enter the fund code entered on the payment request form. Default FOAPAL elements will automatically populate in their respective fields.
  4. Tab to the Account field and enter the account code entered on the payment request form.
  5. Tab to the Activity and Location code fields and enter the codes entered on the payment request form, if other than the default codes of 000000.
  6. Click on the Next Block icon or use Ctrl +Page Down if using the keyboard.
  7. Tab to the Amount field and enter the amount from the payment request form to be charged to the FOAPAL entered in the previous steps.
  8. Hit the F8 key or click on the Enter Query icon.
  9. If payment has been issued, it will be displayed on the screen.

 

Frequently Asked Questions

Question Answer
How do I know if a Supplier should be paid on a payment request or through the McGill MarketPlace (MMP)? Only payments to public and health institutions such as hospitals, universities, granting agencies and government are processed on a payment request. 
How do I verify if payment was issued for a payment request? Use the Banner form FGITRND (view the How To Use Banner webpage). 
I am preparing a payment request form charging three (3) different FOAPALs. Do all FFMs/PIs need to approve the request? Yes. All FFMs/PIs of the funds being charged need to approve the payment request.
I submitted a payment request to Expense Payment Services two weeks ago and our fund has not yet been charged. How do I find out the status of a payment request? Once 15 business days have passed, contact Finance Service Desk to follow up.
I submitted a payment request but realize that the amount needs to be changed. Will Expense Payment Services change it for me? No. If you need to change the amount, complete a new form with the correct amount - the FFM/PI will once again need to approve the payment request. Contact Accounts Payable to cancel the original request and submit the updated form.
May I use a payment request for one-time payments to Suppliers?

No. Payment requests may only be used for payments issued to hospitals, universities, granting agencies and government. For other payment methods, consult the "Overview of Procure to Pay Methods".
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