FREQUENTLY ASKED QUESTIONS

The Finance Department is always available for your questions, please visit our Department Directory for more information.


Expense Claims, Travel & Reimbursement 

How do I submit an expense claim?

What are the per diem rates and standard travel mileage?

When are advance and expense cheques processed?

What is the current rate of mileage?


Purchasing, Budget Codes & Invoices

How do I request a UFV cheque?

Where do I send a supplier invoice?

I have an invoice but haven't received my goods, who should I contact?

Why was an invoice was returned to me from Accounts Payable?

What account code should I use?


Student T4A, Tuition Payments and Refunds

Can I pay my tuition at my bank?

How long will it take to receive my tuition refund?

Does UFV accept credit card payment for tuition?

When are Student T4A's mailed?

I'm a sponsored student, why wasn't the Health and Dental fee not invoiced to my sponsor?

When will my tuition fees be billed to my sponsor?


Payroll & T4 Information

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, Research & Special Projects

How can I see the financial transactions of my department/unit?

How do I create a separate account for my new contract/initiative/study tour/etc?  What do I need to include?

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?

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?

 


Expense Claims, Travel & Reimbursement 

How do I submit an expense claim?
Expense claims should be claimed on an approved University Expense Claim Form no later than the 30 days following the expenditure and must be approved and authorized by your Dean, Director, or Department Head (whoever has signing authority). For a complete list of our guidelines and procedures regarding expense claims including tips on how to minimize the processing time, please visit Expense Claim Guidelines.  

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.

What are the per diem rates and standard travel mileage?
For more information on travel mileage and per diem rates and guidelines, please visit our Per Diem Guidlines.

When are advance and expense cheques processed? 
Cheques are prepared on a weekly basis, every Thursday.   If you are planning to pickup your cheque at the Finance Department, please note cheques are typically available after 11:00am 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.  Visit General Accounting Information for more information on cheque processing and payment times.

What is the current rate of mileage?
As of September 1, 2008, the mileage rate is $0.50 per km.  For information on how to submit a claim for mileage, please visit General Accounting Information.


Purchasing, Budget Codes & Invoices

How do I request a UFV cheque?
Please complete a Cheque Requisition Form‌ and have it approved by your Dean, Director, or Department Head for authorizing signature and forward to Accounts Payable for processing

Where do I send a supplier invoice for payment?
Please forward the Supplier Invoice noting Purchase Order Number or Account Coding and authorized signature to Accounts Payable for processing.

I have an invoice but haven't received my goods, who can I contact?
Please notify the Purchasing Department as soon as possible.

Why was an invoice returned to me from Accounts Payable?
The invoice may have been missing some information required for processing.  Our Accounts Payable department will note the reason for the return on the invoice.  For more information on the guidelines for expense claims please visit Expense Claim Guidelines

What account code should I use?
Here is a listing of the most frequently used expense accounts,  Account Code List.


Student T4A, Tuition Payments and Refunds

 How can I pay my tuition?
Tuition is payable at most financial institutions in Canada ( in-person or over the phone), online banking, Interac online and in person at any OReg location.  For more information on your payment options, please visit UFV Admissions.

Does UFV accept credit card payment for tuition?
In October 2011, UFV along with dozens of other Canadian Universities stopped accepting credit card payments for domestic tuition and term based fees.  International Students and Continuing Studies tuition/fees are still payable by credit card. Please visit Changes to Credit Card Use for more information.

How long will it take to receive my tuition refund (fee reduction)?
From the time you have put the request into the Admissions and Records Department, it will take approximately 4 to 6 weeks to process and receive your cheque by mail. 

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

I'm a sponsored student, why wasn't my Health and Dental fee not invoiced to my sponsor.
The Health and Dental fee is the responsibility of the student.  You have the option to opt-out of the fee or ask your sponsor to cover the charge on your behalf.  For more information regarding the Health and Dental Annual fee visit www.ihaveaplan.ca

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 will be charged.



Payroll & T4 Information

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 in our Forms section to find the payroll cut-off date and deposit dates.


How do I get my pay cheque direct deposited to my personal banking account?
Please complete our Direct Deposit Authorization Form, attach a personalized “VOID”  cheque and deliver both to our Finance/Payroll Department.  You can also use this form to pay into two different bank accounts, direct deposit expense claims and change/cancel accounts.  


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.  For information on how to provide electronic consent to view/print your T4 via myufv.ca, please visit Payroll Information



Financial Reporting,Research & Special Projects

How can I see the financial transactions of my department/unit?
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.  To access the FAST website, click on this link: FAST.

How do I create a separate account for my new contract/initiative/study tour/etc?   What do I need to include in my request for a new account?
First, complete the Account Set-up Form.  Second, contact the Financial Analyst & Liason dedicated to your Faculty/Unit.  Your FAL will work with you to discuss the particular needs for your new project (reporting, invoicing, insurance, etc).  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 be asked to provide a Signing Authority Form, which will require an authorizing signature.  

Once all the appropriate documentation and authorizations have been received, the FAL will create the account for you.  For more information on who can be a signing authority, please review the Board Policy.


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.

 


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!


 

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