Quick Hints on Payment Requests
If you have an invoice from a supplier, you do not need to attach it to a payment request. The invoice
itself can be coded and signed appropriately and submitted to Accounts Payable for processing.
Payment Request – Account Codes: This list details some of the most commonly used account codes or range of codes for payment
requests. Please refer to the full FAST account listing on our website for a comprehensive list. Please choose an account code that best fits
the nature of the transaction and complies with acceptable accounting standards.
Student Awards, Scholarships, Bursaries, Prizes
Staff training (registration form)
ervices (T4A type usual)
Subject fees/research participant
Royalties (right of use) T5, NR4
7275, 7294, 7295
Scholarships, bursaries and awards
Prizes (i.e. student competitions)
Licenses and fees
Refunds & remittances
From liability accounts (GST, PST, etc)
From asset accounts
From revenue accounts
Note: Service providers should be supplying invoices for their
services and expense costs. Expense claim forms and
payment requests should not be used for making payments
to service providers. Only UVic faculty, staff, students and
UVic sponsored guests would normally be reimbursed for
business and travel expenses on travel and expense
*Please DO NOT use 59XX or 92XX account codes on payment requests. These account codes are reserved for recording internal charges.
Internal charges occur when one university department sells goods or services to another university department. The sale and payment
are normally recorded on a JV.
What documentation is required to support requests for payment?
• Generally, a payment request form is not used when an invoice has been issued by the supplier. However there may be occasions
that a quotation, pro-forma invoice, prepayment invoice, a registration form, a contract or some other form of
documentation/communication exists that provides valuable information to support the request for a payment. In these cases,
attach what is available. Sometimes, no documentation exists; in these cases; a detailed reason for the payment needs to contain
sufficient information to validate the payment request.
• Some research granting agencies require supporting documentation beyond UVic requirements. Please be aware of any specific
documentation requirements of the grant to which you are charging expenses.
What signatures are required on payment requests?
• Authorization for requesting payment must be given by the account financial manager (Account Holder) or their delegate.
• Delegates are only able to sign up to their assigned allowable maximum dollar threshold.
• Depending on the amount, type and/or policy related to a payment, a higher authorization may also be required (AVP, VP,
Dean, etc). Refer to controlling policy for specifics.
Why do I need to ask for a SIN# for services/honorariums?
Canada Revenue Agency requires the University to report on a tax slip all payments for services made to an individual in a calendar
year that sum to more than $500. We are required to ask for the SIN# of these people so CRA can relate these payments to the
But these are honorariums-not service contracts?
• CRA does not distinguish between honorariums and services for hire, they consider them the same and as such the reporting is
required to be tracked from the first dollar paid each calendar year and reported when the minimum reportable amount of $500 is
exceeded. While we understand it is not always preferable to ask a honoree for their SIN#, CRA puts the onus on UVic to conduct
due diligence in asking for the information and using it in accordance with the reporting requirements.