A new, streamlined process for non-purchase order (non-PO) invoices will be launched across York University on May 24. The initiative will be rolled out as part of the University’s Service Excellence Program (SEP) that features targeted improvements to optimize and simplify common finance processes.
Staff interested in learning more about the process can sign up to attend a one-hour drop-in information session. Sessions run until May 26.
This new process eliminates the responsibility for purchasers to complete a paper-based requisition form, and instead requires vendors to send all invoices directly to Accounts Payable (AP). Once received, Accounts Payable will upload the non-PO invoice to Sm@rtBuy where it will be electronically routed to the relevant department/Faculty for review and approval prior to payment.
The benefits of this improvement include easier processing of non-PO invoices, less effort for purchasers and AP, and faster payments to York’s vendors. The elimination of the paper-based requisition form also supports the University’s sustainability goals by reducing the amount of paper used for common processes.
“We heard from the community that the process to submit non-PO invoices was slow and required more effort than it should,” said Charles Frosst, assistant vice-president, University Services Centre. “Based on this feedback, we’ve now made improvements for the community’s benefit. We’ll continue to collect feedback and establish solutions that we can put into immediate action.”
The Service Excellence Program is committed to ensuring key processes are aligned with York’s vision of embedding a culture of service excellence across the University. This new initiative for non-PO invoicing is led by the program’s new Business Process and Continuous Improvement (BPCI) stream of work and builds on improvements implemented over the last year. To learn more about the work undertaken through SEP, visit the Service Excellence Program website.