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?

8. Where can I learn more about how to submit invoices and expense claim forms?
9. 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?
10. How do I deposit funds into my project/grant?
11. How do I transfer funds to UBC? C&W?

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

14. How is the overhead allocation paid out?

15. How do I order equipment/capital?

16. I have incurred some travel and business expenses that need to be reimbursed through CFRI, what do I do?
17. Where can I find a PHSA Expense Claim Form?
18. I have sufficient Signing Authority on the project. Can I authorize my own reimbursements?
19. Will PHSA reimburse alcohol expenses?
20. I need to make travel arrangements, who I should I contact?
21. When a personal vehicle is used for business travel, can I be reimbursed for mileage?
22. What is the per diem allowance for meals and incidentals?
23. I want to reimburse my expenses through UBC, what do I do?

• 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
  

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

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.

• 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.
  

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

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

To add a signing authority on a UBC PG, click here.

6. Who do I contact about an error in my research project account?
C&W (PHSA)

UBC

Read our CFRI Finance FAQs (pdf 167K) for answers to common questions about the submission of invoices and expense claim forms to CFRI (PHSA Funds 06 and 07).

• Download the PHSA expense claim form (pdf 24K)

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

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

To deposit funds into your account, contact Nur Eisma at 604-875-2427 for details.

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 Assistant
A2-136A, 950 West 28th Avenue
Vancouver, BC V5Z 4H4

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

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

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

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

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.