Accounting Forms

At the SSMU we use 1 form for Purchase Order, Cheque Request and Petty Cash to distribute payment.and you can.

Follow these steps to fill up the form:

1.  Download it here 
2. Save it to your desktop
3.  Open the form in the Adobe Reader or Adobe Acrobat Pro

Note: Do not fill up the form on the browser, otherwise some of the PDF fuctions may not work.
These forms are necessary to fulfill our commitment to financial transparency and responsibility. For instructions about how to fill out the forms please click on the menus below. Click on the links for a list of the SSMU Department List and for a list of the SSMU expense accounts.

 

 

 

Purchase Orders

Purchase Orders


Purchase order (PO) forms are used for purchases over $50. In order to process the PO in a timely manner we request that you follow these instructions carefully:

Purchases Between $50-$199
Step 1. Obtain a quote from the supplier.
Step 2. Make sure all the required information is filled out on the PO form.
Step 3. Attach the quotes to the PO form.
Step 4. Submit the PO for approval.
Step 5. Once approved, you will receive the PO number from the SSMU accounting department.
Purchases Between $200-$999
Step 1. Obtain quote from at least two (2) suppliers (unless there is an exclusive contract with a supplier).
Step 2. Choose the best quote.
Step 3. Make sure all the required information is filled out on the PO form.
Step 4. Attach the quotes to the PO form.
Step 5. Submit the PO for approval.
Step 6. Once approved, you will receive the PO number from the SSMU accounting department.
Purchases Over $1000
Step 1. Obtain quote from at least two (2) suppliers (unless there is an exclusive contract with a supplier).
Step 2. Choose the best quote.
Step 3. Make sure all the required information is filled out on the PO form.
Step 4. Attach the quotes to the PO form.
Step 5. Ensure to get approval from SSMU Executives.
Step 6. Once approved, you will receive the PO number from the SSMU accounting department.
Petty Cash Requests (under $50)

Petty Cash Requests (under $50)


Petty cash request forms are used for purchases under $50. In order to process the petty cash request in a timely manner we request that you follow these instructions carefully:

Requester
Step 1. Petty cash reimbursement forms are completed by a student or a SSMU employee.
Step 2. The requester must attach vouchers/supplier invoice and proof of payment.
Step 3. The requester needs to ensure that their contact information (phone number and e-mail) is indicated on the petty cash form.
Step 4. The form must be signed by the department signing officer for approval.
Department Signing Officer Approval
Step 1. The department signing officer must review documents, ensure vouchers and proof of payments are attached. Incomplete reimbursement forms will result in a delay in reimbursement.
Step 2. Before approving the reimbursement, the signing officer must make sure that the expense is reasonable and that there is sufficient budget to cover the expense to be reimbursed.
Step 3. Once signed, submit the reimbursement form to Accounting (or front desk).
Step 4. The reimbursement will be available to be picked up 24-hours after the form is submitted.
Cheque Request-reimbursements over $50

Cheque Request-reimbursements over $50


Cheque request forms are used for purchases over $50 and designed to reimburse the purchaser. In order to process the cheque request in a timely manner we request that you follow these instructions carefully:

Requester
Step 1. Cheque request forms are completed by a student or a SSMU employee.
Step 2. The requester must attach vouchers/supplier invoice and proof of payment.
Step 3. The requester needs to ensure that their contact information (phone number and e-mail) is indicated on the cheque request form.
Step 4. The form must be signed by the department signing officer for approval.
Department Signing Officer Approval
Step 1. The department signing officer must review documents, ensure vouchers and proof of payments are attached. Incomplete reimbursement forms will result in a delay in reimbursement.
Step 2. Before approving the reimbursement, the signing officer must make sure that the expense is reasonable and that there is sufficient budget to cover the expense to be reimbursed.
Step 3. Once signed, submit the reimbursement form to Accounting (or front desk).
Reimbursement
Step 1. The cheque request form will be approved by the necessary executives.
Step 2. The form will be processed once it is received by Accounting. Any incomplete forms or documentations will result in a delay of reimbursement.
Step 3. The cheque will be mailed out to the requester, so please make sure the address on the form is accurate.