WELCOME TO UBC FINANCE
CUSTOMER DRIVEN, INFORMATION FOCUSED
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Welcome
Financial Services is pleased to announce that Michael Pal has joined the Business Information Systems (BIS) team as Systems Analyst/Network Administrator. Michael comes to us from the Family Services of Greater Vancouver where he played a vital role in supporting their complex IT environment. Michael brings extensive technical knowledge and enthusiasm to the position and given the opportunity, I’m sure you will enjoy working with him.
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Finance Department
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What's New?
Requisition for Payment Form - Finance is pleased to announce that the Requisition for Payment (Q-Req) forms now incorporate the PO Exemption details, thereby eliminating the need for a separate PO Exemption form. The new Q-Req forms include the fields of PO Exemption Number, Contract Agreement Reference Number and the Justificationrequired for non-Purchase Order (PO) purchases over $3,500. The change allows us to reduce our paper usage as well as eliminate the separate authorization step required on the old PO Exemption form. For more information, please click here.
Canada Savings Bond Campaign - UBC Payroll offers Canada Savings Bonds by payroll deduction. Campaign ends Oct 31. For more information see here.
Staff tuition Waivers Online - Tuition Waivers for staff are now available through Employee Self Service. This new, online waiver evaluates and approves waivers instantly, and sends the approved waivers to Enrolment Services/Continuing Studies the following day. See here for more details>>
Employee or Contractor? UBC hires people for a variety of positions to do a wide range of jobs. Sometimes there is confusion around whether the individual hired for a task can be paid as an independent contractor rather than as an employee. Click here for more information on these roles and making the right decision.
Consolidated Financial Statements - The University's March 31, 2009 Consolidated Financial Statements are now available online. To view, please click here.
Payment Card Industry (PCI) Data Security Standards (DSS) Compliance -
The Province of BC and UBC are obliged to comply with the Payment Card Industry Data Security Standard (PCI DSS). This standard was developed by major credit card companies to increase consumer confidence and reduce identity theft and credit card fraud by safeguarding sensitive confidential credit card data. For more information regarding PCI DSS Compliance at UBC please click here.
Increased Purchase Order (PO) Minimums and Associated Payment Processes - Financial Services and Supply Management have worked together to review current PO limits and payment processes to ensure alignment with UBC policy, authority delegations, audit compliance, and good business practices. Considerable time has been spent analyzing spend patterns and identifying possible improved efficiencies. As a result of these efforts, the financial limits and procedures have been amended to be in effect May 1, 2009. Please refer to the related Memorandum for further details.
Changes to Endowment Management Policy - On February 5, 2009, the Board of Governors approved changes to endowment policies and procedures. The approved changes include:
2008 Tax Slips Online: UBC Financial Services Payroll has now issued T4 and T4A slips online through Faculty and Staff Self Service. These PDF slips can be used to calculate RSP contribution room, are identical to the printed form and are accepted by CRA when filing your taxes. Paper slips will not be mailed in future to employees who choose this option.
- Tax Slip FAQ
Employee Expense Reimbursement Pay Advice Printing: Effective May 1, 2008 the Employee Self Service Web Portal will replace the printed reimbursement pay advice. Within CWL and under the menu option of my Expense Reimbursements employee travel and non-travel expense reimbursements paid through direct deposit (EFT) are displayed for the past 12 months. Click HERE for more details.
Professional Development Reimbursement (PDR) summary statements of eligible faculty members are now available in the Employee Self Service Web portal. For more information, please go to the launch communication and FAQ's.
Requisition for payment to third parties - Effective May 23, 2007, for Financial Information Act (FIA)
reporting purposes, the EMPLOYEE NUMBER must be entered in
the "Alternate Vendor Number" field when payment is made to
a third party on behalf of an employee. If the payment is
not for an UBC employee, please enter NON-UBC in the "Alternate
Vendor Number" field. This field can not be left blank. Web based Excel templates for Purchase Requisitions (Q-Reqs)
and Travel Claims (TR Reqs) are now available on the Finance
website. Please click here for the forms
and instructions.
UBCO Financial Services has moved from Hardy
Place in downtown Kelowna to the basement of the Mountain
Weather office (MWO100) on the UBCO campus. The mailing address
is 3333 University Way, Kelowna, BC, V1V 1V7. To contact the
department, please call (250) 807-8615, or fax to (250) 807-8434.
We have been advised by HSBC to NOT issue US cheques
to non US domiciled beneficiaries since this is against the
US clearing rules administered by HSBC’s affiliate bank
in the USA. As a result please ensure either to write down
“bank draft” on or attach the completed “EFT
form” to the Requisition Form when you process payment
to any non US domiciled companies or individuals.
PeopleSoft FMS Certification - For departments
interested in entering certain Accounts Payable and General
Ledger transactions directly into the PeopleSoft FMS system,
please visit the following link, which provides detailed information
on the certification process, including the training life-cycle,
course schedule, and course descriptions:
http://www.finance.ubc.ca/financecertification/index.cfm
Subscribe to the Finance Listserv - The
new listserv allows individuals, at their option, to subscribe
to the list and receive periodic emails from Finance via e-mail.
This service alleviates the need to constantly check our web
site for new information, and hopefully will reduce some of
the multiple e-mails that many received in the past.
The information distributed on this list will contain information
relating to the financial systems of the University and other
information that will be useful for campus administrators.
For more information on subscriptions click
here.
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