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Payment

Payment

Submitting Invoices

Invoices must include the purchase order number whenever possible and must be mailed to Accounts Payable of the respective health authority Accounts Payable office.

Payment Options

Although Accounts Payable prefers all payments to be processed electronically, in the event of a cheque being issued, payment will be sent out via Canada Post.  Cheques may not be picked up.

Pricing

Accounts Payable will pay a vendor only the negotiated and accurate price of a product or service.  Vendors shall accurately price all products sold to the BC health authorities.

Invoice Discrepancies

Vendors shall conduct regular business reviews with Supply Chain to assure timely resolution of invoice discrepancies.  Accounts Payable will not pay vendors any late charges unless explicitly and contractually defined.

PST Exemption Notice

Supply Chain is exempt from paying Provincial Sales Tax (“PST”) on goods purchased under the account for inventory redistributed from our Langley Fulfillment Centre.  Please see the notice below for more details.

PST Exemption Notice

Procurement

Observance of Laws/Regulations

All contracts and dealings between PHSA Supply Chain and its vendors shall be conducted in a manner that avoids the violation of any applicable laws, rules, or regulations and the appearance of impropriety.

Authorized Agreement/Contract Signatory

Supply vendors will not request that a direct care provider or other health authority member other than a representative from Supply Chain, sign any agreement or contract.  All contracts, subsidiary agreements and/or renewals must be approved and signed by the authorized contracting officer or designate as per policy.  Agreements or contracts that are signed by an unauthorized agent may not be enforced.

Licenses/Permits/Certificates

Vendors are responsible for obtaining and maintaining any and all licenses, permits and certificates as required by all applicable federal, provincial and local laws, rules and regulations.

Group Purchasing

Supply Chain is a member of the National Group Purchasing Organization (GPO) HealthPRO and is therefore able to access group purchasing agreements.

Contracting and Procurement

PHSA Supply Chain contracts with vendors through a central Sourcing & Purchasing function.  Vendors are requested to contact Supply Chain when directed to pursue contracts.  Supply Chain purchasing is organized by product/service specialty into a Category Management model.  Purchase orders for supplies, equipment and services may only be issued through the Procurement area.

Purchasing Authorization

A Supply Chain purchase order is required for the purchase of goods, equipment and services except for office supplies, pharmaceuticals, food services and routine maintenance / repair / operations supplies purchased through the Supply Chain Procurement office.  Accounts Payable does not accept any responsibility for payment of invoices for supplies, equipment and services ordered without a properly authorized purchase order number.  For more information, review the PHSA Supply Chain’s Purchase Order Terms and Conditions. Please call Purchasing if you have questions about the authenticity of a purchase order.

PO Terms

Purchase Order Terms and Conditions

The Purchase Order Terms and Conditions apply to each purchase order issued by PHSA Supply Chain, on behalf of a BC Health Authority, to a supplier for the supply of products and/or services.

Purchase Order Terms and Conditions

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