Cppm procedure chapter d payment processing – province of british columbia static electricity sound effect

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• Further to policy CPPM 4.3.2, the expense authority may receive assistance from staff to fulfill his/her responsibilities. However, the expense authority is accountable for expenditure approval, and approval of payment requisitions for direct invoices (i.e., vendor invoices or items not matched to a purchase order or contract using iProcurement). electricity pictures information Staff assistance includes:

• Ministries shall ensure expense authorities are certain of their responsibilities when making the approval. For example, expense authorities should acknowledge (as part of signing the Expense Authority Specimen Signature Card), that they have read and understand the related financial policy and training bulletin (PDF). It is recommended that expense authorities review these areas at least once each year.

Further to above, where the lease, rental, or other contractual agreement provides for a schedule of regular payments without invoices, expense authorities shall submit, in lieu of an invoice, an appropriate alternative supporting document with each payment request. This also applies to payments out of ministry bank accounts. Where expenditure agreements are subject to annual appropriations of funds, then the non-invoice payment terms must also be subject to the annual appropriation provisions.

Where a supplier elects to not send invoices after the original contractual agreement has been signed, and where the expense authority deems it not practicable to sign a formal contract addendum, the expense authority may submit, in lieu of a formal addendum, an appropriate alternative addendum document. gas jet For example, a copy of the supplier’s notice of new payment terms, signed by an expense authority, will suffice. The expense authority shall submit an appropriate supporting document, in lieu of an invoice, with the first and with each subsequent payment request.

Note that a cheque issued on the Province of BC Canadian General Account cannot be cleared outside of Canada and should not be used to pay a supplier located outside the country. gas vs electric stove safety If such a supplier received a cheque, their banker would have to remit the cheque to the Province’s banker resulting in additional bank service fees, which may not be cost effective.

To process US cheque payments up to $50,000 US and destined for a supplier located in the US, ministries will use the Bank of Canada’s Currency Converter USD-CAD daily rate, which is rounded to the nearest cent, to determine the CA$ equivalent. The daily rate is an indicative rate, derived from averages of transaction price quotes from financial institutions.

Payments to suppliers located in other foreign countries can be requisitioned by wire transfer in that country’s currency (e.g. Europe – Euro, Japan – Yen, etc.) or in Canadian dollars when specified by invoice. Some foreign currency may be restricted (not available outside of the foreign country, e.g. electricity production by source Chinese Renminbi) and payment of the foreign currency should be made converting to the Canadian dollar equivalent (refer to Exchange Rates, below).

Note that cheques issued on the Province of BC General Account cannot be cleared outside of Canada (except US General account cheques which can be cleared by some US banks), and should not be used to pay those suppliers located outside of Canada. If a foreign supplier did receive such a Province of BC General Account cheque, their banker would have to remit it to the Province’s banker resulting in additional bank service fees, which may not be cost effective.

When the corporate purchasing card is used, cardholders should estimate the total cost of the foreign currency funds in Canadian funds to avoid exceeding either cardholder limits or the expense authority approval limit. Note that the amount appearing on the purchasing card statement will be based on the exchange rate at the time the transaction is processed by the bank and may differ slightly from the estimated converted value.

The ministry chief financial officer is responsible for preparing a letter authorizing payment for each deputy minister (and associate deputy minister) receiving a car allowance. Each letter of authorization is to be submitted to the payroll office for processing prior to the first bi-weekly or monthly payment. The chief financial officer is required to notify the payroll office to end payment when the deputy minister (or associate deputy minister) ceases employment.

• Note: Electronic deposit to provincial government employee is not permitted where government funded payments on account related to reimbursing operating expenditures (e.g. petty cash, cashier floats, field crew trust accounts etc.) are managed by government employees as these funds must be fully segregated from employee personal assets.There must never be co-mingling of these government funds with employee personal assets.

Cheque Management is a key area of control for the provincial government. f gas logo For cheque production, timely and systematic monitoring of cheque clearing and efficient administration of stop payments reduce the risk of financial loss due to fraud or error. Cheque Management in this section refers to the administration of cheque payments after issuance. The process is outlined in the following sub-sections:

The Province’s banker provides daily electronic cashed cheque information files to update the Cheque Management System (CHQ). Cashed cheque information is available online one business day after the cheque has been cashed by the supplier/payee. Online cashed cheque records are maintained for the current fiscal year and the last fiscal year.

• TPS can provide digital image copies to authorized ministry contacts upon request by email using the Request for Cheque Copy form (FIN 243) (PDF) (government access only). The information on the cheque copy is subject to the provisions of the Freedom of Information Privacy & Protection Act and must only be provided to the payee as recorded on the issued cheque payment. basic electricity quizlet Contact your ministry FOI office for direction and additional information when requested to provide a copy of a cashed cheque to any third party.

Ministries should not hold any cheques issued by the Province that have been returned to them for any reason, or that cannot be forwarded to the payee. If the payee is not entitled to the cheque, it should be cancelled by Provincial Treasury using the Cheque Enquiry/Stop Payment/Replacement Requisition/Payment Cancel form (FIN 358) (PDF) (government access only). Where the payee cannot be located the ministry should return the item to TPS as Returned Undeliverable.

If, after 60 calendar days from the date the returned undeliverable cheque status changed to “Posted to Unclaimed”, or 180 days from the cheque issue date, and no action is taken by the ministry, the cheque status will be changed to “Transferred to Unclaimed” and the original cheque will be destroyed. gas 2016 The ministry will receive a “Transferred to Unclaimed” status report and a cheque enquiry will display an “Unclaimed Cheque” record.

If the added to file date on an unclaimed cheque record is prior to March 31, 2012, funds have been recovered to the CRF (refer to D.10.5). ​ Any cheque added to unclaimed prior to March 31, 2012 cannot be cancelled or stop paid. If a replacement payment is required the ministry must issue a new payment from the current year appropriation.

Effective April 2014, the OCG will run a quarterly report on government’s stale-dated cheques (uncashed or unclaimed after 1 year of the cheque issue date) and journal voucher those amounts to STOB 3003 AP Uncashed Cheques. All stale-dated cheques associated with each ministry will be allocated to their own ministry portion of the accounts payable liability account.

If the vendor/supplier is requesting payment after the cheque has been recovered, it is the ministry’s responsibility to determine whether a valid obligation still exists and whether a new payment should now be issued to settle this obligation. The new payment will come out of the ministry’s current year appropriation. Treatment of stale-dated cheques that are presented for payment

Ministries are required to honour any requests submitted by a payee for the replacement of a stale-dated cheque provided (a) no stop pay was requested, and (b) they are bona-fide and verified to CAS CFS records to have never been paid. Where a replacement cheque is required, D.10.2 Stop Payment or Cancellation of Cheque Payments procedures must be followed. 10 gases and their uses This general practice extends to uncashed or unclaimed cheques that are recovered.

Wire transfer payments to foreign suppliers (located outside of Canada, including the US), should only be requested where use of the corporate purchasing card or money order is not possible or cost effective, and when a foreign currency payment greater than the Canadian equivalent of $1,000 is required. (For small payments to foreign suppliers, refer to D.5)

Ministry suppliers seeking payment by bank to bank wire transfer must provide ministries with complete routing instructions. If the supplier is unsure of the wire transfer routing instructions they should contact their financial institution (FI) to obtain routing instructions for wire transfers initiated from Canada and for the specific currency to be received. Ministry Request for Wire Transfer

Ministry wire transfer payment requests must be entered into CFS Accounts Payable using pay group ‘WIR GLP’ and special handling code ‘N’ (for detail refer to CAS CFS Accounts Payable User Documentation). This pay group is limited to entry of invoices for payment by wire transfer. Expense Authority approval is required to authorize WIR GLP entries. Canadian Dollar Request for Payment to a Canadian Financial Institution