Financial Services Process Changes in Response to COVID-19


In order to prevent the spread of COVID-19, virtual meetings are recommended and can be scheduled by contacting the individual by phone or by issuing an invitation through Teams. If you request an in-person appointment, please note that strict adherence to COVID-19 safety protocols is required and in-person meetings may not be possible in some work areas.

You may contact us by using the information listed below or referring to the departmental contact list:



Financial services has adapted several processes in order to continue providing our services. Please refer to the list below organized by functional area.


Please send all documentation for processing by Financial Services electronically. No paper documentation is acceptable. This would include invoices, expense claims, AUT PE Fund Claims, travel claims, PCard and Travel card Reconciliations.

Supplier Invoices – suppliers must email invoices to Invoices will NOT be paid unless received by email. Please ensure the PO number is included on the invoice and instruct all suppliers to email invoices directly to Accounts Payable.

Year End Requirements – All invoices for goods and services received by March 31, 2021 MUST be emailed to Please indicate whether any services invoiced relate to the 2020-21 or 2021-22 fiscal years.  


Internal Approval Process - the payment requestor must forward all documentation to the appropriate approver for their review. After review, the approver shall forward the original email with attachments to indicating that approval for payment is authorized. Signatures are not required if approvals are clear from the email.

Expense Reports –Employee expense reimbursements will continue to be paid through direct deposit as per normal process.  Completed expense reports and receipts must be submitted via email to

Please use your smartphone or Konica multi-function printer to scan receipts into one PDF document. Add all receipts into 1 PDF document and attach to your email.

Instructions to scan with a smartphone:

Pcards – Please complete all reviews of transactions and the tax allocation.

Email the monthly transaction report to the approver along with receipts, scanned in order of the transaction report.

The approver will email the report and receipts to with a cc to the cardholder. No paper copies will be accepted.

Please use your smartphone or a Konica multi-function printer to scan transaction report and receipts into one PDF document in the same order as shown on the transaction report and attach to your email.

Instructions to scan with a smartphone:

It is important that you consider the impact COVID-19 will have on any existing or upcoming expenses you have requested. Examples of circumstances which require consideration include:

  • Travel reservations may need to be amended or cancelled in advance to receive refunds.
  • Travel advances for cancelled may need to be reimbursed. 
  • Guest Speaker events cancelled may require communication to accounts payable to ensure existing payments requested are addressed.


Credit card terminals with activity must continue to be settled daily and deposit forms processed as per usual. Please email an electronic copy of the deposit forms to and send the completed deposit forms and settled receipts to the finance office by mail. 

If you have outstanding cash or cheques to be processed for deposits, please notify to discuss arrangements.