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Cheque Requisition

482 bytes removed, 05:56, 16 September 2018
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===Final Steps===
[[Image:cheque_diagram.jpg|300px|thumb|CheqReq Submission Box|right]]
After you finish filling it out, staple your receipt /invoices/proof of payment '''TO THE BACK''' of the form . <br>The [[Administrative Manager]] of the EUS, who can be found in the [[EUS Office]] during the working day, will initial the bottom of your cheque req, and place you can then submit it in to the chequereq box(see right). ''See the schedule at the top of this page for processing time.''<br>
''If any step is incorrect, illegible, or lacks documentation, the cheque req will be rejected. Stapling receipts to the front of the cheque req form is grounds for rejection, so make sure everything is neat and organized before submitting. You have been warned.''
 
==Proper Receipts==
A proper receipt shows the pre-tax amount, the provincial sales tax, and the government sales tax. It also shows the TPS (GST) and TPQ (PST) numbers of the business. Note Quebec receipts may list the French abbreviations:<center>National: <span style="font-size:18px;">GST<i class="fa fa-arrow-right"></i>TPS<br></span>Provincial: <span style="font-size:18px;">PST<i class="fa fa-arrow-right"></i>TVQ</span></center>If any of these elements are missing, the sales tax will be charged to your accounts, and you might not find out until it's too late. Generally speaking, receipts that are provided by a store include all of these elements by default, and you probably don't need to bother checking them.<br>
Pizza places and other small cash businesses commonly give you handwritten receipts without the proper information, but these can still allow you to be reimbursed- just don't expect to get charged the pre-tax amount if you don't have the tax numbers. Likewise, pizza places, cab drivers, and other businesses often will take cash tips, but if you want to be reimbursed for the tip, get them to write the tip on the receipt and sign for it.<br>
 
==Paying a Vendor Directly==
For large expenses or regular expenses, you may prefer for the EUS to pay the vendor directly. To do this, you need them to first send you an invoice. An invoice must have the following:
::*Sales tax included and the sales tax numbers.
::*The invoice must be addressed to:
:::'''Engineering Undergraduate Society of McGill University'''
::*The address must be:
:::'''3480 rue University, McConnell Building, Room 7'''
:::'''Montreal, Quebec, H3A 0E9'''
Failing to meet the above criteria means that we cannot process the invoice. It is also the responsibility of the [[Financial Officers|Financial Officer]] of your group to fill out the cheque req and submit it with the appropriate documentation. Submit the invoice at least 10 days in advance of when the money is needed. If your banquet is the next day and you need to get money to pay for it, you might be in trouble. Note that cheques to companies will be mailed unless otherwise indicated.
 
==Other Cases==
===Online Payment===
Currently, to receive a cheque that has been processed, the person for whom the cheque is written must approach the [[Administrative Manager]] in the EUS Office, and they will hand that individual the cheque. Cheques are prepared on Wednesday and should be picked up on the Friday of that week.<br>
Note that it is also possible to have a cheque mailed to you if you will not be in montreal. Simply indicate this on the cheque req, with the appropriate mailing address.
==Invoices==For large expenses or regular expenses, you may prefer for the EUS to pay the vendor directly. To do this, you need them to first send you an invoice. An invoice must have the following: :*Sales tax included and the sales tax numbers. :*The invoice must be addressed to:::''Engineering Undergraduate Society of McGill University'':*The address must be:::''3480 rue University, McConnell Building, Room 7''::''Montreal, Quebec, H3A 0E9''Failing to meet the above criteria means that we cannot process the invoice. It is also the responsibility of the [[Financial Officer]] of your group to fill out the cheque req and submit it with the appropriate documentation. '''Submit the invoice at least 10 days in advance of when the money is needed'''. If your [[banquet]] is the next day and you need to get money to pay for it, you might be in trouble. Note that cheques to companies will be mailed unless otherwise indicated.<tab name="Incorrect Invoice" collapsed>[[File:asd.jpg|400px]]<br>'''''Note the incorrect entity and incorrect address.'''''<br><br>----[[File:wrongname.jpg|400px]]<br>'''''Nowhere is it addressed to the EUS'''''<br><br>----[[File:no-taxnumbers.jpg|400px]]<br>'''''No tax numbers anywhere, the tax cannot be retrieved'''''<br><br>These invoices will be rejected, and you'll have to go through the embarrassing process of asking the company for another.</tab>
==Electronic Form==
If you'd like to fill it out and print the form, you may do so with the following document. <br>'''''Note: The VP Finance will not accept any electronic submissions for cheqreqs, you must print it out.'''''
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