To request invoice payment submit the following to medap@mun.ca:

• A completed Internal Requisition including the FOAPAL to charge and department/division/discipline approval.
• Original invoice in electronic form or a clear scanned version of original hard copy invoice.
• Any relevant back-up related to the expense such as approved Catering Pre-Approval form, Visitor Approval form, Tavel Request form, Eligibility of Membership form, completed QSL form – need more information on back-up documentation? See below:

When submitting an invoice related to catering an event a fully completed and approved Catering Pre-Approval form should be included as part of your back-up documentation. If you are submitting an invoice for a venue payment for an event that involves catering please also include your Catering Pre-Approval.

For more information on the process of submitting a Catering Pre-Approval form for processing please refer to the Catering section of this webpage.

When submitting an invoice related to a visitor to the University a fully completed and approved Visitor Approval form should be included as part of your back-up. This is most often seen for catering invoices related to a visitor – in this case both the approved Visitor Approval and Catering Pre-Approval form are required.

For more information on the process of submitting a Visitor Approval form for processing please refer to the Travel section of this webpage.

A completed, approved Travel Request should be included in your request documentation when the payment is related to travel, such as invoices for conference registration.

For more information on when a Travel Request is required to be completed, please refer to the Travel section of this webpage. 

A completed Eligibility of Membership form should be provided whenever seeking payment of an invoice for an institutional/departmental membership. Ensure the form is completed and signed by the applicant, the Finance Office will obtain final Dean/Director/Vice-President approval once submitted before processing payment.

A QSL is required to be completed for any expense over $10,000. Purchases of this size should go through medpurchasing@mun.ca unless unavoidable. For more information on large purchases please refer to the Purchasing section of this webpage.

If going through the proper purchasing channels is not possible and you have an invoice that requires immediate payment of over $10,000 please include a Quotation Summary Log when submitting your payment request to medap@mun.ca

To request a reimbursement through direct deposit submit the following to medap@mun.ca:

• A completed Internal Requisition including FOAPAL to charge and department/division/discipline approval.
• Original receipt/invoice in electronic form or a clear scanned version of original hard copy receipt/invoice. Receipt should show proof of payment.
• If proof of payment is not clear on receipt include a screenshot from your bank showing the transaction in your name. Redact all other personal and expense information.
• Any relevant back-up related to the expense such as approved travel requests, visitor approval forms, catering pre-approval forms.

Petty cash can be used for reimbursement up to a maximum of $75 and should only be sought as the reimbursement method when justification can be provided as to why direct deposit reimbursement is not suitable.

To request a reimbursement through petty cash submit the following to medap@mun.ca or in person at 3M200:

• Original receipts/invoices showing proof of payment in a value of $75 or less.
• Department/division/discipline approval of the original purchase including the FOAPAL to charge the expense to.
• Rationale as to why the expense cannot be reimbursed through the standard direct deposit process via internal requisition.

Grants that wish to have their own petty cash float need to submit their request to medap@mun.ca to have the request reviewed and processed.

When the petty cash float is set up it must be tied to an employee who will receive direct deposits to their bank account in the full amount of their approved float. The employee is then responsible for withdrawing the money, storing securely in a petty cash box on campus, maintaining receipts and petty cash vouchers, and monitoring the balance remaining.

To request a top up of your petty cash float submit the following to medap@mun.ca:

• A completed Petty Cash Summary and Reimbursement Sheet including FOAPAL to charge and department/division/discipline approval. To get a copy of the Petty Cash Summary form please contact medap@mun.ca.
• All petty cash vouchers and receipts documenting the instances of petty cash use.

To re-pay the University a cheque or bank draft is required. Repayments cannot be made online using the Cashier’s Office payment portal – this is for student tuition payments only. Payments made this way cannot be properly moved to the FOAPAL requiring re-payment, only a cheque or bank draft can guarantee we deposit the monies correctly into the required FOAPAL. Please note the following:

• Address your cheque or bank draft to Memorial University.
• Bring the cheque or bank draft in person to the Finance Office in 2M300.
• Advise of the FOAPAL to apply the payment to, or provide a completed Deposit Control Form to capture the FOAPAL information.

If you are unable to pay by cheque or bank draft, payments can be made by cash or card at the Cashier’s Office in the Arts and Administration Building, Room A1023. If paying this way, a completed Deposit Control Form is required and a copy of your payment receipt should be sent to finance.