FAQ

This is a repository for all of the FAQs from around the UBC Finance website. Use the search box to find a specific answer or browse the list of FAQs below. 

Q: Are there any UBC VISA card options?

The UBC VISA card has several options tailored to accommodate individual or departmental purchasing patterns:

Individual card:

  • goods and services per transaction, limit of $3,500 (card limit $15,000)
  • goods, services and travel per transaction, limit of $3,500 (card limit $35,000)

Departmental card:

  • The department card can be used for goods, services and travel.
  • The card limit is $35,000 and UBC purchasing policies, procedures apply.

If you are purchasing goods and services greater than $3,500, a Purchase Order is required. 

Important: Purchase transaction amounts may not be split into smaller amounts, or across time periods, in an attempt to suit the financial delegated authority of a staff member and to bypass submitting requisitions to Financial Operations. Any attempt to split a purchase transaction amount will be considered a breach of the policy.

Q: Can Financial Operations generate hard copies of ledger statements for prior months?

Specific ledger statements cannot be regenerated after it has already been printed and distributed to the UBC faculty/department at the end of each month. However, ledger statements can be re-generated in FMS nQuery under the General Ledger menu. Request for FMS nQuery Access if needed.

Q: Can I access the system from off-campus?

Yes. The system is available off-campus but you will have to be connected to UBC’s VPN using a valid CWL ID. If you do not have VPN access please contact your IT support team.

Q: Can I apply BC Government’s homeowner grant to the Services Levy?

No, You cannot apply BC Government’s homeowner grant to the Services Levy. The full amount of the grant is issued by the province and is not a municipal grant.

The full amount of the grant can be applied to the Rural Tax portion of your property taxes. Visit the BC Government’s Homeowner Grant website for more details.

Q: Can I continue to manage my manager's expenses?

Yes, your manager - known as an ‘initiator’ in the Online Payment Tool - can assign ‘delegates’ to enter data, upload digital receipts and specify accounting information. Once you have entered the claims on behalf of your manager, your manager will need to log-in to the Online Payment Tool to review and submit the expense report for approval. The claim will be automatically routed for approval to the one-over-one or signing authority.

Q: Can I extend an employee on the same Change form when I make changes?

When performing a change (such as a change in salary or change in funding source) you cannot also extend the employee on the Change form. A Hire form must be used to extend the appointment.

Q: Can I pay a vendor via Wire Transfer when using OPT?

Unfortunately this option is not available in OPT. If you need to pay an International Vendor outside of Canada and USA, please submit the payment request using a manual requisition for payment.

Q: Can I perform fund transfers from within the system?

Yes. Users are able to process GPO funding transfers and they will be posted to FMS Central Ledger on the next business day. Note only transfers between G0000 funds are done through the system. These can be viewed in nQuery on the second business day. Users are also able to process planned Interfund Transfers.  Please note that these transfers are for planning purposes only and will not be reflected in FMS.

Q: Can I still use my personal credit card?

Yes, however, faculty and staff are encouraged to apply for the UBC VISA Card. The benefits are faster turnaround, no out-of-pocket expenses. Using the UBC VISA card, transactions will be imported directly into the Online Payment Tool and with a few clicks you can select the credit card charges for reconciliation and/or transfer to a travel expense claim. The use of personal credit cards will result in delays in processing payments in a timely manner. If you use your personal credit card, you will need to manually enter each line item into the Online Payment Tool and get reimbursed for out-of-pocket expense via direct deposit.

Q: Can I use multiple funding sources for work study appointments?

Only one P/G can be charged for these types of appointments. ePAF does not check for this, but the Work Study approver will recycle forms back to you if you submit more than one funding source.