GENERAL ACCOUNTING INFORMATION


If you have questions we are here to help.  Click to view our Accounting Operations Directory or call us at 604-504-7441, ext. 4236 for assistance.

 
Mileage Information 
Cheque Processing and Payments
Account Transfer Requests
Signing Authority on New and Existing Account(s)



Mileage Information

Before claiming mileage, please review our Expense Claim Guidelines.   When claiming mileage, please record your point of departure, your destination, purpose of travel and the total mileage.  Mileage claimed should represent the most direct route.

Within 30 days of travel, please complete our Expense Claim Form and return to Accounts Payable.  

As of Sept 1, 2008 the mileage rate is $0.50/km.  

For your reference, the standard mileage for between campus travel is: 

 

  Destination One Way Return Trip
  Abbotsford to Agassiz 55.3 km 110.6 km
  Abbotsford to Aerospace 9.65 km 19.3 km
  Abbotsford to Agassiz 55.3 km 110.6 km
  Abbotsford to Chilliwack (TTC/CEP) 34.6 km 69.2 km
  Abbotsford to Chilliwack (Yale Rd) 31.2 km 62.4 km
  Abbotsford to Clearbrook Centre 6.1 km 12.2 km
  Abbotsford to Hope 86 km 172 km
  Abbotsford to Mission 17.5 km 35 km
  Abbotsford to BMO Centre 33.2 km 66.4 km
  Chilliwack to Mission 48 km 96 km
  Chilliwack to Hope 54.7 km 109.4 km
  Chilliwack to Agassiz 25.7 km 51.4 km
  Chilliwack Yale Road to CEP/TTC 7.5 km 15 km
  Chilliwack CEP to BMO Centre 9.1 km 18.2 km


















 

 




*Please Note

Incomplete forms or those that are not properly approved will be returned to the claimant.  Please review the Expense Claim Guidelines prior to submitting.

All expense claims must be submitted within 30 days of completing the travel or incurring the business expense.

The Accounting Department is responsible for the administration of the above stated guidelines and is authorized to question any claim and obtain further information if necessary. However, individual supervisors are responsible for exercising judgement with regards to "reasonable authorized UFV business" prior to authorizing an expense claim for the individual.

If you have questions regarding expense claims, please contact our Accounts Payable department.

 



Cheque Processing and Payments

Cheques are prepared on a weekly basis, every Thursday.   If you are planning to pick up your cheque at the Finance Department, please note cheques are typically available after 11:00am on Friday.  

Cheque & Payment Processing Times: 

Regular Vendor Invoices are paid according to the invoice due date.

Expense Claims and Cheque Requests may require up to 2 weeks from receipt in Finance for processing.  Please complete the Cheque Requisition Form and return to Accounts Payable.

Advance Requests should be received in Accounts Payable at least 3 weeks prior to the activity to ensure payment.  Please complete the Advance Requisition Form and return to Accounts Payable. Please note that all advances are paid by cheque.

Foreign Currency Payments require additional time for processing of bank drafts or wire transfers.  Please visit Forms to access International or US/Canadian Wire Transfer request forms.

Requests for payments to be made outside of this timeline are to be directed to the Accounting Supervisor.  



Account Transfer Requests

Account Transfer Requests are necessary when expenses have been charged to the incorrect account or funds need to be transferred to another department.  To ensure that the adjustment/transfer is made, the Account Transfer Form must be completed within the same fiscal year.  Once complete, please return to the Finance Department for processing.

Please have the following information ready when completing the form:

  • The account to be charged
  • The account to be credited
  • The budget code to be charged/credited (along with the account code to be charged/credited).
  • The reason/explanation for the request
  • Approval by the signing authority of the account(s)

*Please Note Operating capital transfers must be approved by the Director of Finance.



Signing Authority on New and Existing Account(s)

If there are changes or additions to your current departmental signing authorization, please complete the Signing Authority form and return to the Finance Department.  This form applies to both permanent and temporary changes ( i.e., vacations, leave of absence, etc.)   In addition, this form may be used for the set-up of new accounts. 

Please have the following information ready when completing the form:

  • Effective/Termination Date
  • Account Numbers
  • Program/Faculty/Department Name
  • New, Additional and Replacing Signatures



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