Invoicing & tax information

Invoicing schedule and amount

Your contract includes your invoicing schedule and the amounts to include on each invoice in the Contract Fees section.

If you're instructing a class, the fees will usually be based on the number of students in the class. You'll receive a contract confirmation after the first day of class, which confirms the contract amount based on class size. Your contracting fees, and hence invoicing amounts, may be adjusted as a result.

What to include in your invoice

If you choose not to use an Invoice Template (as provided below), please note that invoices must include the following information:

• Date of invoice
• Unique invoice number, i.e. unique number for each contract and each billing for each contract
• Name and address of Contractor
• Contractor’s GST number (if applicable)
• Contract number (an invoice must pertain to only one contract number; if payments are required against more than one contract, separate invoices must be submitted to the University)
• Information about deliverable being paid, including course number and name
• Allowable expenses - itemized separately and converted to CAD if in a foreign currency (based on invoice date)
• Total invoice amount in CAD, with GST if applicable

Submitting invoices

Royal Roads will pay your invoice within 30 days of receiving it.

We encourage you to set up direct deposit as your method of payment. You can do this when first completing the Supplier Information Form (which you receive from your program contact). If you have already set up your supplier information and only want to change your payment method to direct deposit, please complete the Direct Deposit Authorization Form.

Invoices are paid in Canadian dollars, except in extenuating circumstances.

For payments sent to non-Canadian bank accounts, the currency conversion is based on the exchange rate at the time of payment.

To set up payment to an international bank, you need to complete an International Wire Transfer Request Form.

Changes to supplier information

Note: Finance will only pay invoices that match the contract information.

Please contact your program office as soon as possible should any personal or business information change, including: personal name/company name, address, GST # status (i.e. you have obtained a GST #), banking information, email, phone number. 

You will be asked to complete a new Supplier Information Form, and for a GST # number addition, a Contract Amendment will need to be signed.

If your email changes, please also update your personal email address (at this link) with IT.

Tax slips: T4A / T4A-NR (non-resident)

As an individual or incorporated contractor, you will receive a T4A slip if you are Canadian resident or a T4A-NR slip if you are a non-resident.

T4A / T4A-NR slips for individual and incorporated contractors will be mailed to your home address, released annually by the last day of February. Please ensure that your home address is up-to-date.

Reporting contractor income

You are responsible for informing yourself regarding your self-employed/small business income (for individual contractors) or corporate income (for incorporated contractors) as per Canada Revenue Agency guidelines.

Please also be aware of the tax requirements as a non-resident contractor.

There may be financial benefits to being an independent contractor. We encourage you to investigate the possible tax advantages available to a self-employed person, including the business expenses you may be eligible to claim.

You may also want to contact your accountant/tax expert to advise you on the options for your circumstances.