FREQUENTLY ASKED QUESTIONS


General
When can I get hold of someone in Finance?

Accounts Payable
What is the mileage rate?
When are cheques, other than pay cheques, run? (i.e. expense cheques, advance cheques, etc.)
What are the per diem rates and standard travel mileage?
How do I submit an expense claim?
How do I minimize delays in processing my expense claim?
Where do I send a supplier invoice?
I have an invoice but haven't received my goods...
An invoice was returned to me from Accounts Payable...
How do I request a UFV cheque?
What account code should I use?

Accounts Receivable
Can I pay my tuition at my bank?
How long will it take to receive my tuition refund?
When are T4A's mailed?
I'm a sponsored student and the Health and Dental fee was not invoiced to my sponsor.
When will my fees be billed to my sponsor?

Payroll
When is my pay day?
How do I get my pay cheque direct deposited to my personal banking account?
Where can I find the payroll cut-off date listing?
When can I expect to receive my T4?

Financial Reporting
How can I see what’s gone through a particular account?
How do I use FAST?

Budgets and Financial Planning
What is UFV's budget timeline and planning process?
I need to increase my budget. How can I do this? What if I need to adjust some of the line items in my budget and the adjustments will not affect my bottom line budget?
How do I access funding for approved faculty releases or additional sections funded from outside of the department budget?
When do I need to complete a Position Request form?
If I don't know the position number or budget code to use on a Request for Contract, what should I do?
The Budget office has asked me to complete a Course Funding Summary Spreadsheet. What is the purpose of this spreadsheet and when does it need to be completed?

Research/Special Projects
How do I get a separate account for my new contract/initiative/study tour/etc?
What do I need to include in my request for a new account?
Can I be the signor on this account?
What is UFV’s administrative overhead fee and how much is it?
Why does UFV charge an administrative fee and should I be including it in my project’s budget?
Can I cover any deficit in my project from base funds?
There is a financial reporting component stipulated in my project –who will do this?
Who should I contact with questions regarding the finances for my project?



General

When can I get hold of someone in Finance?
The Finance Department's hours of operation are from 8:30 am to 4:30 pm Monday to Friday. A list of contacts is available here.



Accounts Payable


What is the mileage rate?
As of September 1, 2008, the mileage rate is $0.50 per km.


When are cheques, other than pay cheques, run? (i.e. expense cheques, advance cheques, etc.)
Cheques are prepared every Thursday, on a weekly basis. Cheques are usually available for distribution after 11 am on Friday. Direct deposit payments will be deposited into your account within 2 business days of processing; you will be notified by UFV email when direct deposit processed.

  • Regular vendor invoices are paid according to the invoice due date.
  • Expense claims and cheque requests require 2 weeks from receipt in Finance for processing.
  • Advance requests should be received in accounts payable at least 3 weeks prior to activity.
  • Requests for payments to be made outside of this timeline are to be directed to the Accounting Coordinator.

What are the per diem rates and standard travel mileage?
Travel mileage, per diem information, and much more travel information is available here and here.

How do I submit an expense claim?
All Expense Reports must be approved and authorized by your Dean, Director, or Department Head – whoever has signing authority on the account that is to be charged.  Attach receipts for all expenses to the expense report with the exception of mileage or any per diem amounts. Any amounts listed without the proper receipt will automatically be deducted.

NOTE:
For those who are claiming professional development funds, complete the expense claim and forward to Employee Services for coding, authorization, and distribution for payment.

How do I minimize delays in processing my expense claim?
Ensure your claim:

  • Includes original itemized, detailed receipts in date order
  • Includes proof of payment or credit card statement with purchases/expenses highlighted
  • Includes a brief description of the purpose of the meeting or trip
  • Includes budget code and account code (see APAccountList.pdf)
  • Has been signed by you and your department head or dean

Where do I send a supplier invoice?
Forward to Accounts Payable for payment noting proper purchase order number or account coding and authorized signature.

I have an invoice but haven't received my goods...
Please notify the Purchasing department immediately.

An invoice was returned to me from Accounts Payable...
The invoice was likely missing some information required for processing and should be indicated so on the invoice. Please note that an authorized signature is required in order for the invoice to be processed.


How do I request a UFV cheque?
Please fill out a Cheque Requisition Form, have it approved by your Dean, Director, or Department Head, and forward to Accounts Payable for processing. Cheque requisition forms are available on-line on our forms page.

What account code should I use?
Here is a listing of the most frequently used expense accounts - APAccountList.pdf.


Accounts Receivable


Can I pay my tuition at my bank?
Tuition is payable at most financial institutions in Canada. In order to pay at your financial institution, you must provide your student number, the semester you are paying for and the amount you are paying.


How long will it take to receive my tuition refund?
From the time you have put the request into the Admissions and Records Department, it will take approximately 4 to 6 weeks to process. You will receive a cheque in the mail, as unfortunately we are unable to directly reverse charges to your credit card.


When are T4A's mailed?
T4A's are mailed on or before the last day in February.


I'm a sponsored student and the Health and Dental fee was not invoiced to my sponsor.
The Health and Dental fee is the responsibility of the student. You may opt-out, pay the fee, or ask your sponsor if they will cover this charge.


When will my fees be billed to my sponsor?
In order to avoid multiple billings due to course change decisions by students, invoicing will be completed at least two business days before the tuition payment date (for example, if tuition is due September 22, invoicing will be processed by September 20.) Immediately upon billing the fees to your sponsor, your account will be considered paid and no late fees charged.




Payroll


When is my pay day?
Pay dates for salaried employees are the 15th and the last day of each month. All other employees submitting a timesheet should refer to the Payroll Schedule located on our forms page.


How do I get my pay cheque direct deposited to my personal banking account?
Bring a personalized cheque with “VOID” written across it to the Payroll department.


Where can I find the payroll cut-off date listing?
This information is located in the current year Payroll Schedule located on our forms page.


When can I expect to receive my T4?
T4's will be provided by February 28.



Financial Reporting


How can I see what has gone through a particular account?
FAST (Financial Administration System Tool) delivers your financial information to your browser when you login with your IT-administered username. If you do not have a username to use FAST, it is likely that you have not been giving viewing rights to an account. If you require access, speak with your Dean, Director, or Department Head in order to request access for you.


How do I use FAST?
To access the FAST website, click on this link: FAST.



Budgets & Financial Planning


What is UFV's budget timeline and planning process?
The Budgeting office may have some documents to assist in answering these questions. Please contact the Manager, Budgets & Financial Planning at 4636 for further information.

I need to increase my budget. How can I do this? What if I need to adjust some of the line items in my budget and the adjustments will not affect my bottom line budget?
The first step to increasing your budget is to talk to your Director or Dean. Budget increases are brought to the Budget office and the annual budget planning process through the Dean's and VP's offices.

If you need the adjust line items in your budget and the adjustments will not affect your bottom line budget, contact the Manager, Budgets & Financial Planning or the Sr. Budget Analyst. Please note that adjustments cannot be made to permanently funded personnel positions without approval from your Dean and the Employee Relations department.


How do I access funding for approved faculty releases or additional sections funded from outside of the department budget?
A completed Course Funding Request form will allow us to transfer funding for these sections into your department budget. Be sure to obtain the appropriate authorizing signatures from both the funding and receiving departments and forward the completed form to the Budgets and Financial Planning Office. We will then make a transfer from the funding source account to your department account.


When do I need to complete a Position Request form?
A Position Request form needs to be completed and forwarded to the Budgeting office every time a job is posted. If the posting is for a newly-created position, the Budgeting office will generate a new position number. If the posting is for a vacancy in an existing position, use the previously established position number. The Position Request form allows the Budgeting office to confirm funding for new positions and monitor changes in existing positions.


If I don't know the position number or budget code to use on a Request for Contract, what should I do?
Contact the Budget Officer and they will give you the correct position number and budget code,


The Budget office has asked me to complete a Course Funding Summary Spreadsheet. What is the purpose of this spreadsheet and when does it need to be completed?
The Course Funding Summary spreadsheet communicates your course funding plan at a very high level. In our role of position control, we monitor available funding against issued employee contracts. Your summary funding plans help make this much easier. We don't have to try to "guess" at your funding plans by working backwards from the Course Funding Transfer Request forms and employee contracts after we receive them. Rather, we can match them to your plans and then only follow up on any anomalies that occur.
The Course Funding Summary Spreadsheet should be completed at the beginning of the academic year after departments have planned their annual course offerings. Because course offerings are subject to change over the course of the year, the spreadsheet needs to be updated at the start of each semester and when any known changes occur throughout the year. The original submission and subsequent updates should be sent to the Manager, Budgets & Financial Planning as well as to the Administrative Assistant of your Dean.
If you require help to complete this spreadsheet, please call us. We are here to support you!



Research / Special Projects


How do I get a separate account for my new contract/initiative/study tour/etc?
Contact the Research and Project Account Analyst to discuss the particular needs for your new project (reporting, invoicing, insurance, etc) and present a copy of all the relevant paperwork. Once all the appropriate documentation and authorizations have been received, the Research and Project Account Analyst will set up the account.


What do I need to include in my request for a new account?
To request a new account, you will need to present a copy of all relevant paperwork for this project which may include, but is not limited to, a copy of the contract or proposal, a budget, an outline of any relevant agendas, schedules, or itineraries, email correspondence, letters of award, or written justification and purpose for the new account. You will also need to complete a ‘Signing Authority Form’ which can be obtained from the Research and Project Account Analyst in Finance (this is a carbon-copying form and thus is not available online.) For a checklist of things you will need to do in order to get a new account, follow the ‘Checklist for New Projects’, found on our forms page.


Can I be the signor on this account?
The policy on signing authority can be found here


What is UFV's administrative overhead fee and how much is it?
UFV’s administrative overhead charge is a charge to projects that are ‘fee-for-service’ activities that use University facilities but are not charged for them. Generally, this would exclude flow-through and tuition accounts.

The operating costs the administrative overhead contributes to are:

  • Space rent
  • Utilities (such as heat, light, power, steam, gas, water, sewer)
  • Facilities costs (such as common area services and equipment, IT infrastructure), or
  • Infrastructure costs of the University in any one of the following areas:
    • Financial administration,
    • Human resource administration, or
    • Plant operations (building operations and maintenance, custodial and facilities management, grounds maintenance and landscaping, waste management and recycling)

The administrative overhead charge is currently 10%. This rate may change from year to year. The administrative overhead charge is recognized at the end of each month after the revenue is received.


Why does UFV charge an administrative fee and should I be including it in my project's budget?
The purpose of the administrative fee is to partially offset central University expenses associated with administrative support of these projects which historically are treated differently from most University programs in several respects (budgeting, accounting, purchasing, etc.)

The administrative overhead charge should be 10% of all revenues to be received and included in the project budget. New projects are assumed to be eligible for the administrative overhead charge unless the department responsible provides a reason why they should be excluded. The reason should be provided upon submission of the account request and will need to be approved by the Director of Finance. We are aware that certain agencies will not allow an administrative overhead fee and the project will not be charged accordingly.


Can I cover any deficit in my project from base funds?
Generally, projects should not be undertaken if they are expected to run a deficit. However, we realize this is not always possible and unexpected deficits may arise. If your project is or is expected to be in a deficit position, contact your Dean or Senior Administrator at the earliest possible time in order to discuss from where this deficit can be covered. It is the responsibility of the project holder to find sufficient funding to cover all expenses.


There is a financial reporting component stipulated in my project, who will do this?
All financial reports should be reviewed by the Finance department and signed by the Director of Finance prior to submission. If you require any assistance in completing these reports or there are any complex elements, please discuss your needs with the Research and Project Account Analyst as soon as possible.


Who should I contact with questions regarding the finances for my project?
Any and all queries regarding the financial components of research or special projects should be directed to the Research and Project Account Analyst at extension 4010. They will work with you to complete any required reports or forms and advise on issues as necessary.



Twitter Facebook Linkedin Flikr UFV on Google+ YouTube goUFV