Accounts Payable is responsible for all payables of the University.

Responsibilities:

• Reimbursement of employee travel and entertainment expenses.
• Reimbursement of other employee expenses.
• Payment of vendor invoices
• Inter-departmental transfers
• Wire transfers

The University uses Datatel as its financial software for all major accounting functions. Departmental uses of Datatel are primarily to initiate purchase requisitions and for viewing budget/actual results of their accounts. Researchers also use Datatel for requisitions and viewing available funds within their accounts.

New Datatel accounts will be created upon request from the department supervisor by filling out the Datatel Account Request form.

Support is available to all users through training upon request, or from the User Guides section

DATATEL LOGIN

(FORGOT PASSWORD)

Post Office

The Acadia University Post Office handles all incoming, outgoing and internal mail for faculty and staff.

Responsibilities:

• Distribution of all internal/external faculty and staff mail.
• Drop-off/pick-up location for couriered packages.
• Registered mail.

NOTE FOR STUDENTS: All incoming mail for students at Acadia is directed through the Students' Union Post Office.

Purchasing Services is responsible for purchasing equipment, supplies and services required for all departments and operations.

Responsibilities:

• Choosing supplier's
• Requisitioning
• Issuing Local Field Orders
• Issuing Purchase Orders
• Monitoring and clearing for customs
• Expediting deliveries
• Photocopiers 
• Request for Proposals, Quotations and tenders
• Sale of surplus goods
• Diners Club enRoute (Acadia's Travel Card)
• Visa Procurement Card

Making a Purchase

Obtaining equipment, supplies and services through Purchasing Services is easy.

We can do the shopping for you, suggest a supplier or we can select the best one from our files.  Let us get you the best quality product or services for the lowest price.

We have on-going contracts for many items.  Give us a call and we can check if we have a current contract for that particular item.

Purchasing Methods

• Visa Procurement Card - Purchases up to $500.00
• Local Field Orders - For purchases in the local area under $300.00
• Purchase Orders (through Datatel)- For all other purchases

Obtaining a Visa Procurement Card

1. Contact Kerry LaFrance, 585-1247 for training and card issuance.
2. Used to purchase items up to $500.00 per transaction EXCLUDING travel, meals & entertainment.
3. Submit monthly receipts to back up purchases.

To Purchase using a Local Field Order

1. Pick up Local Field Orders at Purchasing Services
2. Give white copy to supplier and obtain receipt from supplier
3. Send yellow copy with attached receipt or invoice to Accounts Payable
4. Retain pink copy for your files

The Manager of Fund Accounting is responsible for administering research and endowment funds for the University.

Responsibilities:

• Administer research, endowment funds.
• Ensure reporting compliance of research funds.

All research carried out within the University must obtain assessment and approval from the Dean of Research and Graduate Studies. All research documentation must be signed and formalized by the Dean before the Business Office will be granted permission to establish an account. Once all formal documentation is finalized, the Office of Research and Graduate Studies gives direction to the Manager of Fund Accounting to open an account for the researcher and administer the contract/grant/agreement.

The Manager of Fund Accounting will notify you of your account numbers and will be available if you need any financial information or help with procedures. The Manager submits all financial statements and invoices as requested in the research agreement documentation, and it is the responsibility of the researcher to submit all receipts for expenditures made against the account to the proper account code.