Expenses
Access information about credit card charges and out of pocket reimbursements for employees.
Business Expense Rules
When considering what is reasonable and appropriate use of public funds, consider the following:
- Does the expense need to be incurred and is there value for UBC?
- Is there an alternative that is less expensive but still appropriate, safe and convenient?
- Would this expense be considered excessive or unreasonable from the general public’s view?
- Is it an arms-length transaction (i.e. no conflict of interest) that conforms to sound business practice?
Except otherwise expressly set out in these Rules, use of Faculty Professional Development Funds is governed by any applicable Faculty Professional Development Fund rules that are in place from time to time. If there are no rules regarding a specific use of the Faculty Professional Development Funds, then these Rules will apply.
UBC Credit Cards
The UBC Visa Card is a Scotiabank Visa issued to UBC employees to make purchases on behalf of the University.
UBC Visa simplifies the procurement process by enabling faculty, staff and departments to purchase low-dollar value goods, services, gas and travel. The UBC VISA Card reduces the need for out-of-pocket expenses.
Fraudulent transactions and disputes
Fraudulent transactions are unauthorized activities on the UBC Visa Card and upon discovery of any, it is the responsibility of the Cardholder to contact the supplier and Scotiabank directly.
Employee reimbursements
All expense claims should be submitted for reimbursement within 30 days of the expense date. If the total reimbursement is greater than $50, claims can be accumulated for up to 90 days before submission.
For purchases under $3,500, it is recommended that you use your UBC credit card.
Reimbursing students
Student employees can submit a claim for reimbursement directly in Workday.
Students without employment appointments will need to have an expense claim submitted on their behalf. Students should connect with departmental administrators if seeking out of pocket reimbursement.
Resource links
Explore the following resources related to banking expense rules.