• Signed copy of the contract, including the budget
• Approved UBC Human Ethics and Children’s & Women’s Research Review Certificates

• 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 (epro for C&W and Pcard for UBC). These two purchasing mechanisms are not inter-changeable.
  

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

• Department Head
• Principal investigator/custodian for the project
• Person designated by the principal investigator/custodian
• Department Administration, Finance and Human Resources personnel

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:

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.

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).

• Download the PHSA expense claim form (pdf 144K)
  
  

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

To transfer funds to Children’s & Women’s, prepare a UBC Q-requisition (available on order from UBC Bookstore), payable to:

Attach all supporting documentation including general ledger reports. Identify the Children’s & Women’s Project/Grant number to be credited and forward to:

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:

UBC
The monthly statement is mailed out by UBC Financial Services.

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:

Virginia Lew, Manager, Finance
Phone: (604) 875-2000 ext. 6771
Email: vlew@cw.bc.ca

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:

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.