The Financial Services department continues moving forward with our requirements for fiscal year-end and statutory reporting. Thank you for helping us meet critical financial year-end deadlines in these challenging circumstances.
In light of current events, Financial Services recognizes additional options for submitting information and documents are necessary, while continuing to adhere to internal controls, policies, and regulatory requirements. Supplemental information below is in addition to our Year End Memo (https://www.ufv.ca/media/assets/finance/2019-20-Year-End-Memo.pdf)
Direct Pay Invoices and Expense Claims
On a temporary basis, Accounts Payable will accept electronic approval if:
Invoices:
You have received the invoice directly via mail or electronic mail and are now off campus. If the goods and/or service have been delivered, the invoice can be scanned or if already in pdf format, sent to your approver. The approver will forward the invoice to Accountspayable@ufv.ca with approval noted within the body of the email referencing the vendor name, invoice number, amount and appropriate budget code and account code. Subject line to reference Vendor and invoice number. If you are submitting a document for payment and your signature for approval and the budget code is present on the document, the detailed approval within the body of email is not critical.
Note: If unable to scan into PDF, a picture (jpeg) format of the documents can be submitted.
Accounts Payable has forwarded an invoice to you in pdf format. Approval, budget code and account code to be provided via email back to Accountspayable@ufv.ca from the approver with approval noted within the body of the email referencing the vendor name, invoice number amount and appropriate budget code. Subject line to reference Vendor and invoice number. These invoices may include goods or services procured on a Purchase Order.
Expense claims:
Employees should scan and submit completed expense claims, including all receipts electronically to their approver. The approver can forward the expense claim via email to Accountspayable@ufv.ca with approval noted within the body of the email referencing the employee, amount and appropriate budget code. Subject line to reference Employee and “expense claim”.
Note: If unable to scan into PDF, a picture (jpeg) format of the documents can be submitted.
We will require the original approved copies of all of the above to be forwarded to Finance when possible. Please submit he hard copy of the invoice or expense claim with “Submitted Electronically” noted on the forms to Financial Services.
The Financial Services Department is open and will continue to accept hard copy approved and coded invoices, including expense claims. Please do not send an electronic copy of the invoice if a hard copy has already been submitted.
Goods and Supplies, including Furniture and Equipment.
Goods and supplies must be on site by March 31 in order to be charged to the current fiscal year.
If you expect receipt of goods or supplies by March 31 that were not procured through purchasing and you are off campus, please email Logistics at logistic@ufv.ca to inquire if your package has been received. If you have not received the invoice electronically or in hard copy, please contact the vendor to request an electronic version and following the electronic approval and submission process outlined above.
If you have been notified by the Procurement Office or directly by the vendor that goods or supplies, including furniture and equipment that were expected to be delivered by March 31 are delayed and will not be arriving until after this date please contact your Financial Analyst Liaison (FAL) at Finance.Liaisons@ufv.ca.
Scotia Pcard Statements:
Thank you for your assistance if you have already submitted your March 5, Scotia Pcard Statement.
All transactions that have been processed since March 6 on your Pcard are considered fiscal year 19/20 expenditures and we will be posting these to budget accounts at March 31. Please login to Centresuite and update the budget codes on all transactions from Mar 6 to March 31. The transactions will be posted to the budget account code referenced in the system as of March 31.
Note: You are not required to submit the approved hard copy of the April 5 statement until after April 5.
If you have any questions to this process please contact the Pcard Team at pcard@ufv.ca or your FAL at Finance.Liaisons@ufv.ca.
Construction and Renovation projects
Construction and/or renovation work must be completed and/or supplies on site to be charged to the current fiscal year. Please request contractors invoice UFV for only work completed up to March 31, 2020 as close to this date as possible.
If a construction and renovation project will NOT be completed by March 31, 2020 please contact your FAL at Finance.Liaisons@ufv.ca as soon as possible.
Please contact your FAL if you have any questions (Finance.Liaisons@ufv.ca)