Frequently Asked Questions

The Finance Department assists investigators and research programs with their budgeting and financial record keeping, in adladition to overseeing the research institute's overall financial management and reporting. Please see below for answers to our most frequently asked questions.

For more information and latest CFRI Finance news, updates, and forms, please visit the CFRI Finance Wiki page.

Project/Grant

  1. How do I set up a project at C&W?
  2. How do I set up a project grant (PG) at UBC?
  3. Will my project/grant be set up at UBC or C&W? How is that determined?
  4. How long does it take to set up a project/grant?
  5. Who has signing authority on the account?
  6. Who do I contact about an error in my research project account?
  7. How do I close my account? What happens if there is a balance?

Payments, Deposits & Fund Transfers

  1. Where can I learn more about how to submit invoices and expense claim forms?
  2. Where do I send payments to be charged to my project/grant account and how long does it take to receive a cheque payment for reimbursement of expenses?
  3. How do I deposit funds into my project/grant?
  4. How do I transfer funds to UBC? C&W?

Reports & Statements

  1. When will I receive reports on my account?
  2. My research project requires a financial statement - who do I contact?

Overhead Allocations

  1. How is the overhead allocation paid out?

Equipment/Capital

  1. How do I order equipment/capital?

Travel

  1. I have incurred some travel and business expenses that need to be reimbursed through CFRI, what do I do?
  2. Where can I find a PHSA Expense Claim Form?
  3. I have sufficient Signing Authority on the project. Can I authorize my own reimbursements?
  4. Will PHSA reimburse alcohol expenses?
  5. I need to make travel arrangements, who should I contact?
  6. When a personal vehicle is used for business travel, can I be reimbursed for mileage?
  7. What is the per diem allowance for meals and incidentals?
  8. I want to reimburse my expenses through UBC, what do I do?

Project/Grant

1. How do I set up a Project/Grant?

When funding is awarded for a research project, an account is established in the investigator's name at C&W. To set up a project/grant, please forward the following:

  • Signed copy of the contract (including the budget)
  • Valid UBC (Human / Animal / Biosafety) ethics approvals, if applicable, and Children’s & Women’s Research Review Certificates

Forward by mail to:

Annie Lam, Research Contracts Coordinator
3110, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

Notification of the opening of the account and establishment of project/grant will be forwarded to the project's principal investigator upon activation of the account in the financial system. Contact Annie Lam by email at apflam@cfri.ca.

2. How do I set up a project grant (PG) at UBC?

When funding is awarded for a research project, an account is established in the investigator's name at UBC. To set up a PG and provided that UBC ORS has a record of the grant application, please forward the following:

  • Award letter
  • Valid UBC (Human / Animal / Biosafety) ethics approvals, if applicable

Forward by mail to:

Nur Eisma, Pre & Post Awards Coordinator
A2-149, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

Notification of the opening of the account and establishment of grant will be forwarded to the project's principal investigator upon activation of the account in the system. Contact Nur Eisma by email at neisma@cfri.ubc.ca.

3. Will my project/grant be set up at UBC or C&W? How is that determined? 

There are a few factors to consider when deciding where the research project account should be set up:

  • Where are most of the research project expenses going to be incurred? If, say, a research assistant who is a UBC employee will be paid from the research project account, it's easier to have the HR and Finance processes all within the same institution. In this situation, the project account will be at UBC.
  • Where are most of the principal investigator's research project accounts? Most researchers prefer to have their research accounts to be held within the same institution to facilitate the transfer of any shared expenses between project accounts.
  • Do researchers and project coordinator have access to the purchasing system? If supplies are to be ordered on-line, C&W and UBC have their own purchasing systems which require online access for charges to be posted to the research accounts directly (E-pro for C&W and Pcard for UBC). These two purchasing mechanisms are not inter-changeable.

4. How long does it take to set up a project/grant account?

It takes about 1 - 2 weeks to set up a project/grant at either C&W or UBC, provided that the applicable documents (see How do I set up a project/grant account) are received in the Finance office at the same time.

5. Who has signing authority on the account?

C&W (PHSA)

  • Principal investigator/custodian for the project
  • Person designated by the principal investigator/custodian
  • CFRI Finance personnel
  • Executive Director, CFRI

Contact Annie Lam (apflam@cfri.ca) to arrange a signing authority on a C&W (PHSA) account. 

UBC

  • Principal investigator/custodian for the project
  • Person(s) designated by the principal in10vestigator/custodian

To add a signing authority on a UBC PG, go to UBC website.

6. Who do I contact about an error in my research project account?

C&W (PHSA)

Mike Gottenbos
Manager, Finance
Phone: 604-875-3567 
Email: mgottenbos@cfri.ca

UBC

Nur Eisma
Pre & Post Awards Coordinator
Phone: 604-875-2427
Email: neisma@cfri.ubc.ca

If there is an error in your UBC account, contact Nur Eisma at 604-875-2427 or neisma@cfri.ubc.ca.

7. How do I close my account? What happens if there is a balance?

C&W (PHSA)

Send an email or memo to Mike Gottenbos (mgottenbos@cfri.ca) requesting that the account be closed. If there is a balance, the principal investigator will be contacted to discuss the options for the remaining balance.

UBC

Contact UBC Financial Services at 604-822-2454 or visit www.finance.ubc.ca.

Payments, Deposits & Fund Transfers

8. Where can I learn more about how to submit invoices and expense claim forms?

Read our CFRI Finance FAQs for answers to common questions about the submission of invoices and expense claim forms to CFRI (PHSA Funds 06 and 07).

9. Where do I send payments to be charged to my project/grant account? How long does it take to receive a cheque payment for reimbursement of expenses?

C&W (PHSA)

Forward approved invoices and expense claim forms to:

Lainie Burgess, Finance Coordinator
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

A cheque will be issued in approximately three weeks. To receive the payment directly into your bank account, complete the Direct Deposit Request Form and forward to:

PHSA Finance 260 – 1770 West 7th Avenue
Vancouver, BC V6J 4Y6

UBC

Send the completed Q-requisition (available from the UBC bookstore or online) along with invoice to:

Financial Services University of British Columbia
302 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1

It will take approximately three weeks to receive a cheque payment

10. How do I deposit funds into my project/grant account? 

C&W (PHSA)

Send cheques, back-up documents, and the project number to:

Linda Ip, Finance Assistant
A2-136B, 950 West 28 Avenue
Vancouver, BC V5Z 4H4

UBC

To deposit funds into your account, contact Nur Eisma at 604-875-2427 or at neisma@cfri.ubc.ca for details.

11. How do I transfer funds to UBC? C&W?

To transfer funds from C&W to UBC, prepare a PHSA cheque requisition (Excel 83K or pdf 144K), payable to University of British Columbia. Be sure to include the UBC PG to be credited on the form. Attach all supporting documentation including general ledger details and invoices. Identify the UBC PG number to be credited and forward to:

Lainie Burgess, Finance Coordinator
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

To transfer funds from UBC to C&W, complete a UBC Q-requistion, payable to:

Children's & Women's Health Centre of British Columbia

Attach all supporting documentation including general ledger details. Identify the project number to be credited and forward to:

Requisitions Processing, Financial Services
University of British Columbia
305 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1

Reports & Statements 

12. When will I receive reports on my account?

C&W (PHSA)

You will receive notification approximately three weeks after period end that the operating statement is available on the C&W network (W:\Finance Reports) and CFRI network (S:\Finance Reports). For access to either folder, contact:

Lainie Burgess, Finance Coordinator
Phone: 604-875-2000 ext. 6829
Email: lburgess@cfri.ca

UBC

The monthly statement is mailed out by UBC Financial Services.

13. My research project requires a financial statement - who do I contact?

C&W (PHSA)

Mike Gottenbos
Manager, Finance
Phone: 604-875-3567 
Email: mgottenbos@cfri.ca

UBC  

UBC Research &Trust Accounting
Email: rta@finance.ubc.ca
Web: www.finance.ubc.ca/rta

Overhead Allocations

14. How is the overhead allocation paid out?

Overhead allocations are deposited into individual overhead accounts at the end of each fiscal period.

For questions regarding individual overhead allocations please contact:

Virginia Lew
Manager, Finance
Phone: 604-875-2000 ext. 6771
Email: vlew@cfri.ca

To apply for overhead funding, please complete the Overhead Funding Request Form (120KB PDF) and submit to:

Lainie Burgess, Finance Coordinator
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 

 For more information, please see Guidelines For Allocation And Use Of Research Overheads.

Equipment/Capital

15. How do I order equipment/capital?

C&W (PHSA)

For equipment less than $5,000 unit price, orders need to be entered online in E-pro. For assistance and access to E-pro, contact Health Shared Services BC (HSSBC) Supply Chain at 604-331-8900 or email SCM_CS@hssbc.ca. For equipment higher than $5,000 unit price, please complete a Capital Requisition Form. Contact Lainie Burgess for a copy. When the principal investigator has approved and signed the form, forward to:

Lainie Burgess, Finance Coordinator
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

For computers and accessories, fill out an IT e-form (C&W network access required) or email techorders@hssbc.com. UBC Contact UBC Supply Management at info.supplymanagement@ubc.ca

Travel

[Download a PDF of CFRI's Travel FAQs]

16. I have incurred some travel and business expenses that need to be reimbursed through CFRI, what do I do?

Fill out a PHSA expense claim form and attach the appropriate back up documentation. PHSA covers the cost of most travel and business expenses incurred while carrying out official duties.

Forward the completed and signed form to:

Lainie Burgess, Finance Coordinator
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

The following back up documentation must be included:

Expenses Incurred Entertainment & Meals Transportation & Accommodation Air Travel
Documents required Explanation of business purpose of function Explanation of business purpose for travel / accommodation Explanation of business purpose for air travel
Original itemized receipt (copies are not accepted) Original receipt / stub / hotel bill (copies are not accepted) Original boarding pass and itinerary receipt (copies are not accepted)
List of attendees    

17. Where can I find a PHSA Expense Claim Form?

Expense claim forms can be found on PHSA POD (only available to staff on the PHSA network) or here.

18. I have sufficient Signing Authority on the project. Can I authorize my own reimbursements?

No. Regardless of Signing Authority, one cannot authorize his or her own reimbursements. Please obtain an authorizing signature from someone at least one level above you who also has signing authority on the account.

19. Will PHSA reimburse alcohol expenses?

PHSA claimants and/or contract service providers will not be reimbursed for alcohol consumed at a function attended by all PHSA members.

In rare circumstances, reasonable alcohol expenses attributable to parties external to PHSA may be reimbursed.

Calculating alcohol expenses:

20. I need to make travel arrangements, who should I contact?

PHSA’s preferred travel agency is UNIGLOBE Vision Travel Inc. and must be used to book airfare, car rentals and hotels. They can be contacted at 604-628-5375 or toll-free 1-800-663-0208. For more information on UNIGLOBE please visit the PHSA Portal (access to PHSA network required).

UBC's contracted travel agencies are North South Travel & Tours, 604-736-7662. Contact UBC directly for more information.

21. When a personal vehicle is used for business travel, can I be reimbursed for mileage?

Yes, PHSA’s standard rate per kilometre is $0.52.

22. What is the per diem allowance for meals and incidentals?

Canadian Travel ($CAD includes tax)
Meal - breakfast
$11.00
Meal - lunch
$13.00
Meal - dinner
$21.00
Incidentals
$5.00
Daily Maximum
$50.00

23. I want to reimburse my expenses through UBC, what do I do?

Please refer to the UBC Entertainment Policy (No. 84) and the Faculty of Medicine's entertainment expense guidelines.

If you have questions, please contact UBC Finance at 604-822-2454