T4/T4A statements now available online
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Fiscal 2018 Okanagan year end details/deadlines
Note that these are the final deadlines and are subject to volume constraints – if document submission is delayed there is risk that even with the deadlines stated below high volume could jeopardize successful completion of year-end processing.
Payroll
Final timesheet for hourly Mar 16-31 pay period must be in EME2171 mail slot by 12pm March 28, 2018
Procurement Deadlines (Purchase Orders):
https://finance.ubc.ca/announcements/procurement-year-end-deadlines (previously posted)
- requests will be accepted after these dates and best efforts will be made, but there is no guarantee that processing will be completed by March 31, 2018.
Please ensure that PO Invoice payment requests give sufficient time for processing. The stated deadline is Tuesday April 3rd at 4:30pm, however please send in PO Invoice payment requests as soon as you can to ensure inclusion in Fiscal 2018.
Pcard Cycle Dates and Closing Dates for Fiscal Year End:
- Will be sent to the Pcard holders/coordinators once finalized. Should be similar to previous years deadlines.
Online Payment Tool Closing Dates for Fiscal Year End:
Because OPT is a transactional system, only transactions that are fully approved will be in Fiscal 2018. Initiators should allow time for all approvers to review OPT documents to ensure that the final reviewer (last step in the eform process visualized) is able to approve by 4:30pm Saturday March 31, 2018. Any eforms finalized after this date will be Fiscal 2018/19 transactions.
A report will be generated at end of business March 31, 2018 of all outstanding OPT Visa (credit card) transactions as of that date. It will be distributed to the Finance Managers the morning of April 3rd to determine which amounts, if any, will need to be accrued for Fiscal 2018 as per the following posted procedures:
These forms are also available under OPT Learning Resources on finance.ubc.ca. Please complete and forward your reversing accrual entry to Finance Operations EME2171 as soon as you can. Entries must be submitted to A/P by the 4:30pm Wednesday April 4th, 2018.
Please note that this is for GPO-related transactions only – research related P/Gs do not need to be considered as part of the process. This accrual will reverse in Fiscal 2019 (April 2018).
Smartforms/Manual Forms
Please ensure all forms are in EME2171 as soon as possible. A/P submission deadline is 4:30pm Wednesday April 4th, 2018. Forms will be accepted up until the deadline; however late forms risk not being included in Fiscal 2018 due to high processing volumes.
Payments requiring Wire Transfers or Bank Drafts
Wire Transfer/Bank Draft requisitions need to be in Vancouver Financial Operations (physically received) by Tuesday, March 20th, 2018 to allow for processing as wire transfers are not done on the Okanagan campus.
Web Cash Receipts
Entry Deadline for Web Cash Receipts (cash/cheque deposit) is 8pm Saturday, March 31,2018 for inclusion in Fiscal 2018.
Journal Vouchers
Please ensure all Journal Vouchers are sent in as soon as possible. A/P’s submission deadline is 4:30pm Wednesday April 4th, 2018. Please ensure all JV’s include all supporting backup and are completed with correct speedcharts and account codes. Last year, many journal vouchers were delayed due to incomplete information.
The original year end communication from Frances Tadman in Vancouver is included and it describes the system deadlines in more detail, with the attached AP Audit/ AR Audit requirement forms.
Please direct any questions you may have to Ray Fahrun directly.
Changes in procedure in accessing your current or past T4
As a part of the sustainability initiative and our commitment to sustainable office practices, Finance Operations is initiating changes to the procedures on how to access your current and past copies of T4s.
Also in an effort to transition to a paperless environment next year, we encourage staff to opt in to receive your T4 electronically as this is the only way they will be submitted.
Effective immediately, paper copies for past T4s will not be provided.
Current employees:
Opt-in to receive electronic T4
- Print T4 copies through the Management Systems Portal using your CWL (campus wide login) ID and password. VPN connection is required for access off UBC Okanagan campus. If you need assistance with installing VPN, please contact IT Services at 250-807-9000.
- Select ‘HRMS Self Service’
- Go to ‘Year End Slips’ and check ‘yes’ for receiving an electronic only copy of your T4. Please note that this option will only appear if you have not done this selection process. If you haven’t selected yes, a paper copy will be mailed this year.
- Note that we are transitioning to a paperless environment and next year will only provide electronic copies of T4s.
- If you have already elected to receive your tax slips electronically, this is the only place they will be – a paper copy will not been generated.
- Important: if you click on your ‘Year End Slip’ and nothing appears, look to the top right of your screen and turn off your pop up blocker. Turning this feature off will allow the T4 to appear on screen and be printable.
Former Employees
How to access your T4:
- Access remains to the self-service portal for 18 months after leaving UBC.
- To access the Management Systems Portal, ensure VPN is installed. If you need assistance installing VPN, please contact IT Services at 250-807-9000.
- Log in to the VPN network and then sign onto the CWL site.
- Ensure to turn off the pop up blockers on the internet browser so that the T4 will appear on screen and be printable.
Current & Former Employees
Accessing past year’s T4s
- Visit the Revenue Canada website for copies.
January 30, 2018: Online Payment Tool (OPT) Training Session
On Tuesday, January 30th, 2018 there will be an OPT training session from 9:00 am to 12:00 pm in ART 215 Computer Lab.
Overview:
9:00 am – 10:30 am Formalized Demonstration of the OPT System Including (registration required):
- Reimbursement
- Vendor payment
- Credit card reconciliation
- Time for Q&A.
10:30 am – 12:00 pm Hands-on Working Session (no registration required):
- The Accounts Payable team will be in the lab to help you troubleshoot any system issues or to provide guidance with questions you may have. Feel free to bring work with you and with the guidance provided, they can help you complete your entries.
Important Payroll Info – Hourly Timesheet Submission – Change in Procedure for Holidays
Important information for those submitting hourly timesheets for December 16-31.
Due to the early December 22 deadline, December 16-31 timesheets will not arrive from Vancouver on time. It has been decided, in conjunction with both Vancouver and Okanagan payroll, to hold delivery of the timesheets completely to save confusion and duplication, and ask that everyone submit a manual timesheet for your employees. The manual timesheets can be downloaded from the following link on the Finance Operations website.
If you have any questions or concerns, please don’t hesitate to contact me.
Best of the season,
Paula Lambert, PCP
Payroll Specialist, Finance Operations
(250) 807-8625 | paula.lambert@ubc.ca
Competitive Bid Threshold Raised From $50,000 to $75,000
As part of the Procurement Modernization project, effective immediately Financial Operations is raising the threshold for Purchase Orders from $50,000 to $75,000, eliminating the requirement for a competitive tender process (e.g. RFP) within this value range.
By increasing the threshold, we will balance our risk exposure while shortening processing times, so that you will ultimately be able to purchase goods and services faster. To make a purchase valued between $50,000 and $75,000, follow the current guidelines for purchases above $3,500. These guidelines have not changed. Note:
- The $75,000 threshold is exclusive of taxes, duties and freight
- Reminder, to demonstrate value for money it is preferred that three quotes are obtained prior to submitting a requisition (recognizing that some granting agencies require 3 quotes)
Please direct any questions on the new threshold to:
Jennifer Brunt
Client Services Manager, Procure to Pay
Financial Operations
Vancouver Campus
TEF 3 – 5TH Floor, 6190 Agronomy Road
Vancouver, BC Canada V6T 1Z3
Thank you for your support as we make this transition.
December 11th: Online Payment Tool (OPT) Drop-in Training Session
On Monday, December 11th there will be a drop-in OPT training session from 1:00 pm to 5:00 pm in Fipke 133 Computer Lab.
Overview:
1:00 pm – 2:00 pm Formalized Demonstration of the OPT System Including (registration required):
- Reimbursement
- Vendor payment
- Credit card reconciliation
- Time for Q&A.
2:00 pm – 5:00 pm Hands-on Working Session (no registration required):
- The Accounts Payable team will be in the lab to help you troubleshoot any system issues or to provide guidance with questions you may have. Feel free to bring work with you and with the guidance provided, they can help you complete your entries.
Finance Operations Holiday Hours
The Finance Operations department, including Payroll and Benefits, will observe the following closures during the holiday season:
- Closing on Friday, December 22, 2017 at noon
- Reopening on Tuesday, January 2, 2018 at 8:30 am
To make sure all your pay and reimbursements make it to you over the holidays, we strongly encourage you to set up direct deposit.
For new employees and for those who haven’t yet set up direct deposit, please ensure that your Direct Deposit Form is submitted to Finance Operations, ADM 006, 1138 Alumni Avenue, Kelowna, no later than Monday, December 18, 2017 at noon to ensure you have no financial interruptions over the holiday season. The drop box is located inside the main doors to the ADM 006 office.