Banking Procedures

Detailed information for departments and units about UBC banking procedures.

Unidentified Wire Transfers and Direct Deposits

If you find any wire transfers that belong to your department, please contact Maria Wong and provide your speed chart, account code and PG together with supporting documents to claim the fund. You need to login with your CWL ID to review the list.

Unidentified Incoming Wire Transfers

  • Department deposits
  • Obtaining CAD or USD cash receipt deposit forms
  • Preparing the cash receipt deposit form
  • Options for submitting deposits daily
  • Bank account reconciliations
  • Incoming wires and direct deposits
  • Foreign currency deposits (except USD)
  • UBC Vancouver off-campus sites deposits
  • Tuition deposits
View Banking Procedures
  • Cancelling cheques
  • Stopping payment
  • Re-issuing cheques
  • Lost, incorrect or payroll cheques
  • Dealing with undelivered UBC cheques
  • What if stop payment has been applied to an already received cheque?
  • Replacing a stale dated original UBC cheque
  • Payments issued to a Requisition for Payment with an error
View Cheques Procedures
Coinage Accounts
  • Establishing a coinage account
  • Depositing to a coinage account
  • Withdrawing from a coinage account (“making change”)
  • Reconciling a coinage account
View Coinage Accounts Procedures
Credit Card Deposits
  • Overview of the process
  • Credit card clearing daily procedures
  • Credit card housekeeping
  • Analyzing credit card deposits monthly procedures
View Credit Cards Deposits Procedures
Imprest Accounts
  • Approval for a new imprest account
  • Establishing a new imprest account
  • Increasing and decreasing the imprest account amount
  • Decreasing the imprest account amount
  • Changing an imprest account signatory
  • Replenishing the imprest account
  • Closing an imprest account
  • Reconciling an imprest account
  • Annual verification of imprest account balances
View Imprest Accounts Procedures
Petty Cash
  • Establishing a new petty cash fund
  • Cashing petty cash
  • Decreasing the petty cash amount
  • Replenishing petty cash
  • Reporting stolen or lost petty cash
  • Annual verification of petty cash
View Petty Cash Procedures
Billing and Receivables
  • Procedures to ensure that accounts receivable are recorded accurately, completely, consistently and in a timely way within each business unit with proper internal controls in place.
View Billing and Receivables Procedures