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FINANCIAL AFFAIRS

Procurement FAQ’s

Approvals

Contract for Services

Customs

To ensure that all necessary permits are obtained prior to importation please visit the Strategic Procurement website.

https://financial-affairs.mcmaster.ca/services/procurement/customs/importing-to-mcmaster-university/

Disposing of Surplus Goods

Any questions regarding Disposing of Surplus Goods should be directed to John Bentley, Customs & Traffic, at customs@mcmaster.ca

If the goods are valued at $1000 CAD or higher, request and complete the Asset Disposal Form. Once complete, send it to John Bentley customs@mcmaster.ca for the next steps. If the goods are valued under $1000 CAD, you can try auction them. Peter Johns is the contact pjohns@govdeals.ca provide Peter your department name and Peter will assist with the rest.

If you have a party interested in the goods you may sell, however, if valued over $1000, the Asset Disposal is Required and John Bentley is to be notified. If the goods cannot be sold, but you wish to donate contact a local charity that may find use.

Employee Discounts

Information on discounted phone plans can be found on UTS webpage.

https://uts.mcmaster.ca/

MacBuy

Mosaic Questions

The support documents can be uploaded using the “Add Comments’ section.

Note: Attachments may be viewed/accessed by others. Therefore, please redact/edit any personal information.

Purchase Orders

All payment related inquires should be directed to Accounts Payable – appoinvo@mcmaster.ca

The orders under the $25,000 require one quote to satisfy the Procurement threshold requirements. Requisitioners should attach the quote for both Mosaic and MacBuy orders. Both Internal Audit and Purchasing will be looking for the quote when auditing the purchase order.

There are 3 choices: US Dollar, US Dollar next day and US Dollar same day. Please use the US Dollar only option.

All invoices that relate to a purchase order should be emailed to Accounts Payable at appoinvo@mcmaster.ca.

Purchase Requisition

The purchase dollar value is pre-tax. However, shipping and installation charges, if applicable, are included in the total value of the purchase.

Request for Proposal (RFP) Template

If the value of the good or service is greater than $121,200 (and you do not have an approved Single/Source certificate), then a RFP is required.

Please contact the the Manager of Strategic Procurement For the most updated forms.

Please see the link below for Commodities and Procurement specialists.

https://financial-affairs.mcmaster.ca/services/procurement/buying-for-mcmaster/commodities-accordion/

If the value of the good or service is greater than $121,200 (and you do not have an approved Single/Source certificate), then a RFP is required.

Requests for Quotations (RFQs)

For information on Requests for Quotations (RFQs), please refer to the Strategic Procurement (SP-01) policy or contact a Procurement Specialist for further assistance.

https://financial-affairs.mcmaster.ca/app/uploads/2023/12/SP_01-January-2024-V1.pdf

Single / Sole Certificate

Effective November 1, 2018, the Limited Tendering Approval Form replaced the Single/Sole Source Form for making a purchase when only one supplier or service provider may be able, or capable of, providing the required goods or services. A signed copy of the Limited Tendering Approval Form along with supporting documentation must be included with the purchase requisition prior to making a commitment to the supplier, similar to process with the Single/Sole Source Form process. For additional details, please review the Policy or contact Strategic Procurement.

Effective November 1, 2018, the Single / Sole Source form was replaced with the Limited Tendering Approval Form. Signatures on the Limited Tendering Approval Form are required from the Requestor, Account Holder and one level higher than the Account Holder.

Supplier Inquiry

Go to the Mosaic login page https://csprd.mcmaster.ca/psc/prcsprd/EMPLOYEE/ERP/s/WEBLIB_PTBR.ISCRIPT1.FieldFormula.IScript_StartPage?&

To setup suppliers not currently entered in Mosaic, please go to the following link:

Main Menu | Finance | Purchasing | Requisitions | Supplier Setup Change Request Select the “Add a New Value” tab.

This will lead you to an online form which you will need to complete and submit online. When you hit submit, the form is sent to Strategic Procurement who will enter the information into PeopleSoft and assign a new supplier number.

McMaster’s preferred courier is Fedex. However you can use any courier you choose. If using a courier other than Fedex, your department must register for their own courier account and is responsible for administering that account.

Each department at the university has their own Fed Ex number. Please check with you departmental administrator, or contact Customs and Traffic.

You can make such a purchase as long as following SP-01 guidelines.

https://financial-affairs.mcmaster.ca/app/uploads/2023/12/SP_01-January-2024-V1.pdf