UBCO Finance News

Payroll – Hourly Timesheets during COVID-19

Hourly Payroll

Effective immediately, all hours for upcoming hourly payroll should be submitted using the Hourly_Time_Entry Template spreadsheet.

In order to ensure the timely processing of our hourly payroll, UBC’s Payroll team is asking Department/Unit/Faculty Managers who are responsible for collecting, approving, and submitting hours to read this information thoroughly.

Please note the following:

  1. Please email finance.ubco@ubc.ca to request the encrypted Hourly Time Entry Template file and password.
  2. Once all hours for the unit/department/faculty have been collected, please send one spreadsheet that captures all the employees in your unit.
  3. We are asking the appropriate signing authority in each respective unit/department/faculty to be copied on the email as a final approval to process the attached hours.
  4. Email the completed forms by March 30th to: ubco.payroll@ubc.ca

To avoid duplication, paper timesheets will not be printed and distributed via campus mail, please do not print your own copies and submit them via campus mail.

 

Note: This does not apply to those business units/departments/faculties that send in an electronic file to Payroll, these hours will continue to be processed as they are today.

Important: Finance Operations During COVID-19

Accounts Payable Update – Okanagan Campus

To keep us all moving forward, and to support our teams across campus, Finance is amending our business processes to accommodate social distancing protocols, and increased working from home.  The amended processes will be in effect as needed, currently anticipated to be on a pilot basis, as follows:

  • Accepting email approvals for invoices and expenses
  • Accepting photos or scanned copies of supporting documentation (i.e. receipts)
  • Planning for a higher volume of year end accruals

 

Accepting Email Approvals for Invoices and Expenses & Scanned or Photo Supporting Documentation

We are now accepting approvals for invoices and expenses via email. Please share the following process with your teams as necessary.

  • Complete the electronic form online (Qreq or TReq) and save. The forms are available at https://finance.ubc.ca/forms under QReq or TReq.
  • Scan or take a picture of all supporting documents.   Convert the supporting documentation to PDF.  (Instructions can be found at:  https://www.wikihow.com/Convert-JPG-to-PDF)
  • The original paper document will have to be retained by the department, and if required later for audit purposes will need to be produced
  • Copy the completed requisition form (QReq or TReq) and supporting PDF documents into an email
  • Route the email to the appropriate individual for approval(s)
  • Ask each approver to give their authorization via email, with the following information clearly stated by the approver in their email (this will be required for Accounts Payable to process your request)
    • State “OK to pay”
    • Payee name____________________
    • Requisition or PO #______________
    • Total Transaction Amount (incl taxes)_______________________
  • Multiple transactions may be approved in one email as long as the above items are present and it is clear as to what has been approved.  References to this key information (i.e. “per attached” or “see below”) are unfortunately not sufficient.
  • The approved transaction can then be sent to Accounts Payable at UBCO.AccountsPayable@ubc.ca.

 

JVs

We are now accepting approved JVs via email. Please share the following process with your teams as necessary.

  • Complete the JV as usual
  • Route the email to the appropriate individual for approval(s)
  • Ask each approver to give their authorization via email, with the following information clearly stated by the approver in their email (this will be required for Accounts Payable to process your request)
    • State “approved” in the email
    • It should be clear that the approval has come from the appropriate person (i.e. the approval should not be forwarded multiple times and should not be buried in a message)
  • Separate emails for each approved JV are requested. References to this key information (i.e. “per attached” or “see below”) are unfortunately not sufficient.
  • Each approved JV can then be sent to Accounts Payable at UBCO.AccountsPayable@ubc.ca
  • The original paper document will have to be retained by the department, and if required later for audit purposes will need to be produced

This process will only be in place for items approved by email that are received during the pilot period.   We anticipate the pilot period will be in effect until year end, however, due to COVID-19 may continue longer to accommodate people working from home.  Upon expiration of that period, we will revert to our current processes and any transactions received for processing must have a physical signature as per standard UBC policy.

Thank you for your continued support and patience at this time, as we navigate these challenging waters. We will continue to provide you with updates as new information becomes available.  If you have any questions about the information above, please email finance.ubco@ubc.a

Year End Deadlines FY 19/20

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 19/20 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 2020 Year End Timelines and Procedures.

Payroll Timesheet Submission Deadline

  • Timesheets are due by 12 noon on Monday, March 30th.

Black-out Periods for FMS Chartfields

As usual, there will also be a necessary black-out period for some activities in FMS to accommodate the workload in Financial Reporting during year-end. Please note that this year we are collaborating with the Integrated Renewal Program project team on this black-out period, to ensure that time is available to support critical work on that initiative.

As such, from March 9 until April 30, 2020, no changes will be allowed to all PGs (Excluding creation of new search grant PGs), departments IDS and All_Dept structures (including FMS tree change requests). This includes adding, removing, or editing these chartfields. This suspension will aid both the IRP in their work, as well as the Financial Reporting team in the production of their year end financial statements. Those requests mad during the black-out period will be processed during the month of June.

If you have questions about the Year End Timelines and Procedures document, please contact financial.reposting@ubc.ca. If you have questions about the scheduled black-out period in FMS, please contact Naureen Ali from the Integrated Renewal Program at naureen.ali@ubc.ca.

Finance Operations Holiday Closure 2019

Brinks Information

  •  Last Brink’s deposit pickup: Friday, Dec 20th, 2019 at 8:30 am
  •  Deposits in ADM 006: Accepted until Friday, Dec 20st, 2019 at 3:30 pm
  •  First Brink’s pickup in the New Year: Friday, January 3rd, 2020

 

Payroll Timesheet Deadline

  •  Timesheets for the Dec 16th-31st period must be submitted by 12:00 pm on Dec 23rd, 2019
  •  Dropbox is located outside the main door of EME 2171, on the left-hand side

 

Finance Office Closure

  •  Dec 24th, 2019 at 12:00 pm – Jan 1st, 2020
  •  Staff return and regular office hours resume on Jan 2, 2020 (Monday-Friday, 8:30-4:30)

 

Happy Holidays and a Happy New Year!

 

Important Notice for December 2019 Timesheets

Important information for those submitting hourly timesheets for December 16-31.

 

Due to the early December 23rd 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

 

Please ensure that:

  • Pay period dates are listed correctly for the Dec 16-31 pay period
  • Include the speed chart and account to charge hours to
  • Include the Job code
  • Include the Department
  • Ensure that the hours are coded correctly.  Auxiliary Christmas floater is REG.  December 25 and December 26 are coded as HOL and if anyone works directly on the stat days it’s OTT

UBC Departments Should Pay Scholar’s Caterer by Journal Voucher

Important information is outlined below

Outline of Process

  • Internal payment for UBC’s new in-house campus caterer, Scholar’s Caterer, is by Journal Voucher (JV). When paying by JV, your department will not be charged GST or gratuity. Source: https://catering.ok.ubc.ca/faq/
  • Important note: UBC departments should not pay invoices through the Online Payment Tool, credit card, cheque, or cash.
  • Debit line should include your department’s speedchart coding, account number, and invoice amount(s). The credit line is not required.
  • Send the signed JV to myself, Jonathan Durynek, Catering Manager (ADM 124, 1138 Alumni Avenue).
  • Journal Vouchers are processed at Vancouver campus. Okanagan Accounts Payable is not involved with processing.
  • For any financial/technical questions, please contact either myself or Cicie Wong at Vancouver campus for direction at cicie.wong@ubc.ca or 604-822-9067.

Jonathan Durynek
Catering Manager
Scholar’s Catering | UBCO Food Services
The University of British Columbia | Okanagan | Syilx Okanagan Nation Territory
3333 University Way | Kelowna BC | V1V 1V7 Canada
Phone 250 807 8509  Cell  250 575 5716
jonathan.durynek@ubc.ca

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