- Department Head
- Principal investigator/custodian for the project
- Person designated by the principal investigator/custodian
- Department Administration, Finance and Human Resources personnel
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Who do I contact about an error in my research project account?
If there is an error in your Children’s & Women’s account, contact: |
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Mike Gottenbos, Manager, Finance
Phone: (604) 875-3567
Email: mgottenbos@cw.bc.ca |
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| If there is an error in your UBC account, contact UBC Financial Services at 604-822-2454. |
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How do I close my account? What happens if there is a balance?
Children’s & Women’s
Send an email or memo to Mike Gottenbos (mgottenbos@cw.bc.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. |
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Payments, Deposits & Fund Transfers
Where can I learn more about how to submit invoices
and expense claim forms?
Read our CFRI Finance FAQs ( pdf 37K) for answers to common questions about the submission of invoices and expense claim forms to CFRI (PHSA
Funds 06 and 07).
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Where do I send payments to be charged to my Project / Grant?
Children’s & Women’s
Forward approved invoices and completed PHSA expense claim forms to: |
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Lainie Burgess, Finance Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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UBC
Send the completed Q-requisition (available from the UBC bookstore) along with invoice to: |
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Financial Services
University of British Columbia
302 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1 |
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How long does it take to receive a cheque payment for reimbursement of expenses?
Children’s & Women’s
It will take approximately 2 - 3 weeks to receive a cheque payment. The payee has an option to receive the payment via cheque or direct deposit. For direct deposit, complete the Direct Deposit Form ( Word 33K or pdf 144K) and forward it to: |
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PHSA Finance
260 – 1770 West 7th Avenue
Vancouver, BC
V6J 4Y6
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UBC
It will take approximately 2 – 3 weeks to receive a cheque payment. |
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How do I deposit funds into my project/grant?
Children’s & Women’s
Send cheques and the Project/Grant number by mail to: |
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Annie Lam, Research Contracts Coordinator
A2-136C, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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UBC
To deposit funds into your account, visit UBC Vancouver Banking procedures for details. |
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How do I transfer funds to UBC? Children’s & Women’s?
To transfer funds from Children’s & Women’s to UBC, prepare a cheque requisition ( Excel 83K or pdf 144K) , payable to UBC. Attach all supporting documentation including general ledger reports and invoices. Identify the UBC P/G number to be credited and forward to: |
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Lainie Burgess, Finance Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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To transfer funds to Children’s & Women’s, prepare a UBC Q-requisition (available on order from UBC Bookstore), payable to:
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Children's & Women's Health Centre of British Columbia
4500 Oak Street
Vancouver, BC V6H 3N1 |
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Attach all supporting documentation including general ledger reports. Identify the Children’s & Women’s Project/Grant number to be credited and forward to: |
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Requisitions Processing, Financial Services
University of British Columbia
305 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1 |
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Reports & Statements
When will I receive reports on my account?
Children’s & Women’s
You will receive notification approximately 3 weeks after period end that the operating statement is available on the Children’s & Women’s network W:\Finance Reports. For access to this folder, contact: |
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Lainie Burgess, Finance Assistant
Phone: (604) 875-2000 ext. 6829
Email: lburgess@cw.bc.ca |
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UBC
The monthly statement is mailed out by UBC Financial Services. |
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My research project requires a financial statement - who do I contact?
Children’s & Women’s
If a financial statement is required for your research project contact: |
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Mike Gottenbos, Manager, Finance
Phone: (604) 875-3567
Email: mgottenbos@cw.bc.ca |
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UBC
If a financial statement is required for your research project, contact Research & Trust Accounting or visit the UBC Research and Trust Accounting site. |
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Overhead Allocations
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: |
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Virginia Lew, Manager, Finance
Phone: (604) 875-2000 ext. 6771
Email: vlew@cw.bc.ca |
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To apply for overhead funding, please complete the Overhead Funding Request Form ( pdf 43K) and submit to: |
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Lainie Burgess, Finance Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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Equipment/Capital
How do I order equipment/capital?
Children’s & Women’s
For equipment less than $5,000 unit price, enter the information in e-pro. For access to E-pro, contact: |
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Lainie Burgess, Finance Assistant
Phone: (604) 875-2000 ext. 6829
Email: lburgess@cw.bc.ca |
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| For equipment higher than $5,000 unit price, please complete a Capital Requisitiion Form. Contact Lainie Burgess for a copy. When the principal investigator has approved and signed the form, forward to: |
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Lainie Burgess, Finance Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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For computers and accessories, fill out an IT e-form (only accessible onsite at C&W)or contact PHSA IT 604-707-5888.
UBC
For purchases at UBC, contact the procurement officers at UBC Supply Management office or visit UBC Supply Management.
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Travel
[Download a PDF of CFRI's Travel FAQs] |
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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. |
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| Forward the completed and signed form to: |
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Lainie Burgess, Finance Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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| The following back up documentation must be included: |
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| 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 |
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| 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). |
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| Can I authorize my own reimbursements? I have sufficient Signing Authority on the project? |
| 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 cost centre. |
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| 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.
To calculate alcohol expenses: |
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Subtotal of alcohol expenses
X [liquor tax (10%) + liquor GST (5%)] |
= Alcohol portion of bill |
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| Divide the alcohol portion of bill by the number of attendees to figure out the per person expense of alcohol. |
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| I need to make travel arrangements, who I 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 Vision Travel, please visit the PHSA Portal (only available to staff on the PHSA network).
UBC's contracted travel agencies are North South Travel & Tours, (604) 736-7662. Contact UBC directly for more information. |
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| When a personal vehicle is used for business travel, can I be reimbursed for mileage? |
| Yes, PHSA’s standard rate per kilometer is $0.50. |
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| What is the per diem allowance for meals and incidentals? |
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Canadian Travel
($CAD includes tax) |
| Meal - breakfast |
$11.00 |
| Meal - lunch |
$13.00 |
| Meal - dinner |
$21.00 |
| Incidentals |
$5.00 |
| Daily Maximum |
$50.00 |
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| 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 |
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