UBCO Finance News

Year End Petty Cash Confirmations due April 18, 2019

In March 2018 the Revenue Accounting team introduced a new process that moved petty cash confirmations online for departments to authorize through the Financial Management System (FMS), accessed through the Management Systems Portal (MSP).

This year on March 7, 2019, all Project Grant (PG) managers were sent an email notification with their petty cash balance. Authorized signatories need to use the link provided to submit approval or disapproval of their balance no later than
April 18, 2019.

If you have any questions please contact Manager of Revenue Accounting Michael Chan at michael.chan@ubc.ca.


(March 13, 2019. Retrieved from https://finance.ubc.ca/announcements/year-end-petty-cash-confirmations)

Payroll Update – New Service Model Effective April 1, 2019

In order to serve the campus better the Payroll team will be altering the service model, effective at the start of the new fiscal year.  Departments will be able to have a single point of contact for their needs, regardless of whether they are dealing with a faculty, staff, or student issue.

The allocations are as follows:

Portfolio Description

Payroll Contact Person

Portfolio 1

  • DVC & Principal
  • Development & Alumni Relations
  • University Relations
  • Ceremonies & Events
  • Human Resources
Brydie Chamberlain, CPM, BBA
Payroll & Benefits Specialist
Phone: 250.807.8616
Email: brydie.chamberlain@ubc.ca

Paula Lambert, PCP

Payroll & Benefits Administrator
Phone: 250.807.8625
Email: paula.lambert@ubc.ca
Portfolio 2

  • Office of the Provost & Vice Principal
  • AVP Finance & Operations
  • School  of Education
  • Faculty of Management
  • Irving K. Barber School of Arts & Sciences
  • College of Graduate Studies
Paula Lambert, PCP
Payroll & Benefits Administrator
Phone: 250.807.8625
Email: paula.lambert@ubc.ca
 Portfolio 3

  • Vice Principal Research
  • AVP Students
  • Southern Medical Program
  • Faculty of Applied Science
  • Faculty of Creative & Critical Studies
  • Faculty of Health & Social Development
Brydie Chamberlain,CPM, BBA
Payroll & Benefits Specialist
Phone: 250.807-8616
Email: brydie.chamberlain@ubc.ca

If you have any questions, please contact Chris Munro, Client Services Manager at 250.807.9599 or via email chris.munro@ubc.ca.

Year End Deadlines FY 18/19 (updated)

Important information is outlined below for year end Accounts Payable and Payroll timesheet deadlines.

Accounts Payable

Tips for a successful year end:

  • Process or submit financial activities well in advance of the final deadlines.
  • All final deadlines are subject to volume constraints. If document submission is delayed there is risk that even with the deadlines stated high volume could jeopardize successful completion of year-end processing.
  • Clearly write 18/19 on the top of your documents.
  • Ensure proper backup is included with your financial submissions. This will cut down on items needing to be returned and creating further delays.
  • Wire transfers are only processed on Vancouver campus. Send information directly to them.

Specific deadlines and detailed information can be found in the 2019 Year End Timelines and Procedures (document updated March 1, 2019)

  • document updated to show final deadline for entries for final ledger run and payroll timesheet deadline was mistakenly listed as April 1st when actually is it March 28th)

Payroll Timesheet Submission Deadline

  • Timesheets are due by 12 noon on Thursday, March 28th.

Accessing Your Current or Past T4s

When T4s Are Available:

Online T4s are available by February 28th. For those who have not opted in, Vancouver campus will mail paper T4s by February 28th.

Online tax slips are provided as PDFs and are identical to the printed form. The online version is accepted by Canadian Revenue Agency (CRA) when filing your taxes.

Switch to an online T4 by January 31st noon and you will be entered to win an iPad! We appreciate your commitment to sustainable practices and best of luck in the draw!

Effective immediately, paper copies for past T4s will not be provided.

Accessing Your Tax Slips Online (Current Employees):

  • Print T4 copies through the Management Systems Portal using your CWL (campus wide login) ID and password.
  • Download Virtual Private Network (VPN) if you are accessing the portal off UBC Okanagan campus.
  • 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 have already elected to receive your tax slips electronically, a paper copy will not be generated. Tax slips online are identical to the ones mailed.
  • Important: if you click on ‘Year End Slip’ and nothing appears, look to the top right of your screen and turn off the pop up blocker. Turning off this feature will allow the T4 to appear on screen and be printable.

Former Employees – Download T4s:

Former employees can access T4s in two ways:

  • Through the Management Systems Portal. Access remains 18 months past your last day of employment.
    • Download Virtual Private Network (VPN) in order to access the portal. Log in to the VPN network and then sign onto the CWL site.
    • Troubles installing VPN? Call IT, Classroom and Media Services Help Desk for troubleshooting advice.
    • Ensure that pop up blockers are turned off on the internet browser. This will allow the T4 to appear on screen and be printable.
  • From the CRA website, set up access to online services through My Account. CRA will provide copies online of your T4 or T4A from previous years.

Past Years T4s

Are only available on the Canada Revenue Agency website. Sign up for an account and once it is activates, past years T4s will be on your account. We no longer provide copies of past years T4s.

Your Tax Deductions

UBC Payroll deducts taxes from your paycheques according to rules, legislation and computer formulas provided by the Canada Revenue Agency (CRA). See what is considered taxable.

Read Further Information About:

  • Income Tax Deductions
  • CPP and Employment Insurance Deductions
  • Exemption to CPP
  • Non-Resident Taxation
  • Scholarships and Fellowships
  • Rules for Tax Deductions and Exemptions
  • Taxable Benefits

Switch to an Online T4, Win an iPAD

UBC Faculty and Staff have the option to receive their T4 tax slip electronically, instead of receiving a printed copy. To encourage employees to make the sustainable switch, UBC Payroll is giving away an iPad to one lucky faculty or staff member who makes the transition between now and the end of January.

Faculty and staff who log into the UBC Management Systems Portal and switch from paper to electronic T4s are eligible. All new sign-ups between now and January 31, 2019 (noon PST) will be counted towards one entry into the draw, and only those opting in for the first time are eligible.

To opt-in to receive an electronic T4:

  • Visit the UBC faculty and staff Management Systems Portal
  • Log in using your CWL (campus-wide login)
  • Click the HRMS Self Service tab
  • Under My Pay, select Year End Slips
  • If you have not already agreed, the website will prompt you to agree to receive your T4 online—choose Yes

Payroll will track all new T4 online opt-ins between now and January 31. The draw prize will be one iPad (128 GB, 9.7-inch).

Thanks for switching, and good luck!

(noted from UBC Finance Vancouver campus https://finance.ubc.ca/announcements/switch-online-t4-win-ipad)

Important Notice – Hourly Timesheets for Dec 16-31

Due to the early December 21st 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 Blank timesheets

2018 Holiday Closure and Important Deadlines

Last Brink’s deposit pickup: 8:30 am, December 21st
Deposits in ADM 006: accepted before 3:30 pm on December 21st

Payroll Timesheet Deadline:
12 Noon, December 21st
Drop box is located outside the main doors of EME 2171

Office Closed:
December 24th at noon – January 1st
Staff returns January 2nd with regular office hours of 8:30 am-4:30 pm

Making Deposits in ADM 006. Times to Keep in Mind

Please make deposits during the hours of 8:30-3:45 pm. Main entrance doors auto lock at 4:00 pm due to staffing hours.

UBC | Okanagan Campus

Research Policy Amendments