Vendors must obtain a valid purchase order number before providing goods and services to Thompson Rivers University. TRU reserves the right to delay or withhold payment related to goods or services provided without a purchase order completed.
As part of its commitment to employment equity, TRU encourages all vendors to have employment equity programs in place which encourages applications from qualified members of the four designated groups: women, aboriginal peoples, persons with disabilities and visible minorities.
All correspondence regarding purchase orders should be addressed to the Procurement Services in order that complete records will be kept. Without a complete record of transactions, payment of invoices may be delayed. Only the Purchasing Department can make modifications to a purchase order.
Thompson Rivers University pays only on invoices, not statements. Invoices must show a purchase order number and list only those items on the purchase order.
In order to have invoices processed for payment in a timely manner the vendor must ensure the Purchase order number is on all documents. The Purchase, receiving, and payment of all goods and services is tracked by the purchase order number. See general information Accounts Payable.
All vendors who are doing work on campus are required to carry Workers Compensation, public liability and property damage insurance and in some cases product or professional liability. Details on amounts required are included with bids or may be obtained by calling the Procurement Services. The vendor must have current insurance certificates in place and be able to produce them if they are requested to do so.
In all its purchases, Thompson Rivers University is responsible to pay the GST & PST. Certain goods will fall into an exemption category under the social services tax act. The vendor will be informed of this exemption and it will be noted on the purchase order with a code against the applicable item which references the social service tax act, sections 2.04,4 (1) r: regulations 2.6, 2.45, 2.46 & 2.47. The vendor may use this information on the purchase order for their official tax records.
TRU Procurement strives to:
- Give first consideration to the objective and policies of the institution.
- Obtain the maximum value for each dollar of expenditure.
- Decline personal gifts or gratuities.
- Grant all competitive suppliers equal consideration insofar as provincial or federal statues and institutional policy permit.
- Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
- Demand honesty in sales representation, whether offered through the medium of verbal or written statement, an advertisement, or a sample of the product.
- Received consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
- Make every reasonable effort to negotiate an equitable and mutually agreeable settlement with a supplier: and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of TRU permit.
- Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
- Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
- Foster fair, ethical and legal trade practices.
- Counsel and cooperate with PMAC members and promote a spirit of unity and a keen interest in professional growth among them.