New Payment and Purchasing Guidelines
New COVID-19 Contractor Requirements
Update: November 1, 2021
The City’s Emergency Coordination Centre (ECC) and Supply Chain Management (SCM) have developed COVID-19 emergency regulation requirements for the City’s contractors.
What You Need to Know
- All contractors providing services to the City must ensure that all of their onsite workers and subcontractors are fully vaccinated effective November 15 or, if they are not fully vaccinated, that they provide a negative COVID-19 test result from within 7 days prior to reporting for work at any City site or property where the services are being performed.
- All contractors are included, such as: couriers and delivery personnel, consultants, salespeople, service and maintenance providers (i.e. janitorial, snow removal, painters), security, plumbers, electricians, general contractors.
- The collection, verification and storage of proof of vaccination or negative test result documents are the responsibility of the contractor. Documentation is not to be provided to or requested by the City.
- Contractors will be required to submit the City of Saskatoon Contractor COVID-19 Emergency Regulations Requirements Certification Form by November 12 certifying that the requirements have been complied with. Failure to sign the form may result in the removal of the contractor and each of its onsite workers and subcontractors from the site and may result in contract termination.
- The contractor will be responsible for denying access to any City site to its onsite workers or subcontractors who are not compliant with the COVID-19 emergency regulations requirements.
Important: Contractors are required to submit a completed copy of the Contractor Certification Form (see Related Documents on this page) to contractorC19Cert@saskatoon.ca by November 12, 2021 at 2 p.m.
The completed Certification Form will be binding until the Contractor is notified by the City in writing that compliance is no longer required.
City of Saskatoon has moved to SAP for procurement and payment of materials and services.
The City of Saskatoon has implemented SAP, an integrated enterprise resource planning (ERP) system, for procurement and accounts payable effective January 04, 2021.
SAP is a web-based tool for procurement, invoice management and payment processes. New guidelines for purchasing and payment align with SAP industry best practice and improve the communications and processing of supplier purchases and payments.
The City of Saskatoon values its relationship with vendors and is committed to continuous improvement and transparency in doing business with the City.
All City of Saskatoon purchases must be supported by:
- Electronic Purchase Order that is system generated from SAP and transmitted to the supplier via email, or
- Purchasing Card (Pcard) used at the time of purchase and the value does not exceed $10,000.00 or the cardholder limit.
- Splitting transactions (i.e. swiping the card twice) to circumvent this limit is strictly prohibited.
Purchase Orders must be created, accurate, updated and released to the supplier prior to arrangement of delivery of goods and/or provision of the service.
The Purchasing Card (Pcard) provides a convenient and cost-effective method for the purchasing and payment of low dollar amount transactions for the City of Saskatoon. The Pcard Program enables City employees to streamline small dollar purchases.
To ensure that the City of Saskatoon can efficiently and accurately provide payment to our Suppliers and meet relevant legislative requirements, a standard procedure is in place for processing all invoices. All invoices must conform to the standards within this document.
- All invoices must match the purchase order and the goods receipt/service acceptance to ensure a three-way match.
- We will not process invoices that do not meet this criteria. They may be rejected by return email outlining the reason for rejection and any actions that need to be taken.
- Rejected invoices need to be corrected by the Vendor and resubmitted for payment.
Invoice Submission Guidelines
- Invoices must be submitted once only and can be submitted using the Invoice Submission Form below.
- The invoice number, account number (if applicable), remit to details, and Purchase Order number must be clearly indicated on the invoice.
- Refer to your Purchase Order for potential additional invoice submission details.
- If you do not have a Purchase Order number associated with your invoice, please contact your City of Saskatoon representative to obtain one prior to submitting the invoice and ensure the following information is included:
- The Supplier name on the invoice must match the one listed on the Purchase Order.
- The City of Saskatoon entity on the invoice must match the one listed on the Purchase Order.
- Any country-specific VAT/GST regulatory invoice requirements must be met.
- Invoices with VAT/GST tax applicable must have both the vendor address and tax registration number clearly displayed on the Invoice.
- Vendor remittance details listed on the invoice must match those held on file by City of Saskatoon.
All credit adjustments must reference the applicable Purchase Order number and relevant invoice number.
The City of Saskatoon’s preferred payment method is Electronic Funds Transfer (EFT).