Banking Procedures

Detailed information for departments and units on UBC banking procedures such as deposits, incoming wire transfers, managing petty cash, coinage accounts, cheques and other every day tasks.

Unidentified Wire Transfers and Direct Deposits

If you find any wire transfers that belong to your department, please contact Esther Li and provide the following Workday worktags, together with supporting documents to claim the funds:

  • Revenue or Spend Category
  • Ledger Account
  • Program or Grant (if available)
  • Cost Centre (if Program or Grant is not available)
  • Fund (optional)
  • Activity (if any)


  • Department Deposits (T Slips)
  • Preparing the Deposit Bag for physical deposit
  • Options for Submitting Deposits Daily
  • Bank Account Reconciliations
  • Incoming Wires and Direct Deposits
  • UBC Vancouver Off-Campus Sites Deposits
  • Tuition Deposits

View Banking Procedures


  • Cancelling cheques
  • Stopping payment
  • Re-issuing cheques
  • Incorrect information on cheques
  • Other circumstances
  • Lost cheques
  • Replacing a Stale Dated Original UBC Cheque

View Cheque Procedures

Credit Card Deposits

  • Credit Card deposits outside of ePayment
  • Credit Card Clearing Daily Procedures
  • Credit Card Housekeeping
  • Analyzing Credit Card Deposits Procedures

View Credit Card Procedures

Petty Cash

  • Establishing a New Petty Cash Fund
  • Cashing Petty Cash Cheques
  • Increasing or Decreasing the Petty Cash Amount
  • Replenishing or Closing Petty Cash

View Petty Cash Procedures

Change Floats, Coinage Account

  • Establishing A New Cash Float
  • Increasing the Cash Float
  • Decreasing the Cash Float
  • Closing the Cash Float
  • Placing a Coinage Order
  • Depositing to a Coinage Account to make coin
  • Reconciling a Coinage Account

View Procedures

Imprest Account

  • Obtaining Approval for an Imprest Account
  • Establishing a New Imprest Account
  • Increasing or Decreasing the Imprest Account Amount
  • Replenishing or Closing the Imprest Account
  • Changing an Imprest Account Signatory
  • Reconciling an Imprest Account
  • Annual Verification of Imprest Account Balances

View Imprest Account Procedures