UBCO Finance News

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

T4/T4A statements now available online

To: Faculty and staff in Vancouver and the Okanagan
Faculty, staff, and student employees can now download their 2017 T4 and T4A statements for their tax returns via the Faculty and Staff Self-Service Portal.

How to download your statement:
  • Log in to the Faculty and Staff Self-Service Portal at www.msp.ubc.ca, using your Campus-Wide Login (CWL). If you are off-campus, you will need to connect using VPN (https://it.ubc.ca/services/email-voice-internet/myvpn).
  • Click on HRMS Self-Service.
  • In the My Pay column of the screen, select Year End Slips to access your statement for the current and previous years. If you have not previously accessed your slip(s) online, you will be required to acknowledge a consent agreement.

Note: Faculty and staff who choose not to accept the agreement will receive their T4/T4A statements in late February, consistent with the requirements of the Canada Revenue Agency (https://www.canada.ca/en/revenue-agency.html).

For more information on your taxes or obtaining your tax slips, please visit: https://finance.ubc.ca/payroll/your-taxes

Peter Smailes
Interim Vice-President, Finance and Operations

original message through broadcast email

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.



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

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.


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.

Register Now


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.

Blank timesheets

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