Vendor and Invoice Criteria
Financial Services - Accounts Payable will only pay an invoice if the following criteria has been met:
1. Company in good standing
Financial Services maintains the integrity of the University by conducting business with companies in good standing with Registry of Joint Stocks, Corporation Canada or other Provincial Registers. Companies that are conducting business in Nova Scotia are required to be registered and in good standing in accordance to Service Nova Scotia - Registry of Joint Stock Companies, or Corporations Canada - To Search For a Federal Corporation. Financial Services will do a random sampling to insure periodically and verify any new vendors prior to establishing a vendor code. Vendors should insure they are registered and in good standing to avoid any possible delays.
2. GST/HST being charged
Vendors charging GST/HST must be registered with the GST/HST Registry and display their GST/HST number on the invoice.
If the company collects under $30,000 per year, the company must state on the invoice that they "are a small supplier which earns less than $30,000 per year in accordance with Bill C62, Section 148 and have no requirements to collect HST".
3. Complete New Vendor Form
Vendors that have never done business with the university before should complete a New Vendor Form and for Canadian Vendors complete the Direct Deposit Form and include a copy of a voided cheque.
4. Invoice Criteria
Vendor invoices MUST contain the following information:
- Printed company letterhead with full company name and address. Payee name must match the company letterhead
- Invoice number
- A detailed description of services rendered
- The HST registration number and amount; or if the company collects under $30,000 per year, the company must state on the invoice that they “are a small supplier which earns less than $30,000 per year in accordance with Bill C62, Section 148 and have no requirements to collect HST”
- Invoice is to be billed to Dalhousie University
- Business performing business in Nova Scotia are registered and in good standing with Registry of Joint Stocks, or if the business is outside Nova Scotia it is registered with Corporation Canada, Registry of Joint Stock or other Provincial agencies