- Team Budgets
- UBC Funding Opportunities
Teams are responsible for generating a professional budget, and financing their projects. They generally do so through industry sponsorships (monetary and in-kind), and by applying for UBC-based funding opportunities.
Expense claims may be dropped off at:
- Front desk on the 5th floor of the Kaiser Building
- Office hours are Monday – Friday, 8:30am – 4:30pm
- Emailed to Finance, APSC Dean’s Office at email@example.com
Please contact firstname.lastname@example.org if you have any questions.
Account Set-Up (Worktag)
Teams can set-up an account at UBC through contacting the Finance team in the APSC Dean’s Office. Email email@example.com to set-up an appointment and for an application form.
Applicants of the team can request the account balance by sending an email to firstname.lastname@example.org.
Two individuals are designated as signing authorities to approve and sign for all expense claims for members of the team. When a designated signing authority claims expenses, the other signing authority must co-sign. Designated signing authorities cannot authorize his/her own expense. The team’s faculty advisor should co-sign on invoice payments and expense claims.
Expense Claims for Reimbursement
Fill out an Expense Claim Form and submit once a month to be reimbursed. Claims must be supported by itemized receipts, proof of payment, and signatures/email approval from the claimant, the designated signing authority, and faculty advisor in order to be reimbursed.
Supporting documents can be digital copy (scan or picture) or printed/original copy if dropping off to APSC Dean’s Office. Ensure all digital supporting documents are complete, legible, and separated (adhesive notes, itemized receipt, credit slip must be separated and scanned individually). Fill out a Missing Receipt Form (see Appendix C – Financial Document) for any receipts (including itemized meal receipts) that are lost. Expense Claim Form and Missing Receipt Form can be electronically signed in conjunction with email approval. Copy and paste E-Signature images are not acceptable. A credit card statement is not acceptable as receipt, but may be submitted in conjunction with the Missing Receipt Form. Your credit card number should be blanked out. Expenses in a foreign currency: identify the exchange rate used by attaching evidence such as a credit card statement or print out from http://www.oanda.com on the date the expense was incurred. Original itemized invoice, receipt, and credit card slip can be destroyed after receiving the reimbursement fund.
Invoice for Payment
Obtain an invoice (quotes are not acceptable). Have at least one of the designated signing authority and faculty advisor sign/email approved, date, and indicate the speedchart/worktag on the invoice. Forward the completed copy to Finance, APSC Dean’s Office (email@example.com).
Receiving and Depositing Sponsorship Funds
For more information on this process, please see the section below entitled “APSC’s Development Office and How They Can Help”.
The Professional Activities Fund (PAF) exists to enhance professional development activities in the engineering undergraduate program at UBC Vancouver like Engineering Design Teams. PAF is a separate funding from your team’s finance account that you need to claim directly from the PAF funds. You need to know who your primary applicant is and the reference code.
The primary applicant must approve and sign on all PAF claims. When the primary applicant claims expenses, the secondary applicant must co-sign.
Expense Claims for Reimbursement
Fill out a PAF Claim Form, found on http://paf.engineering.ubc.ca. You don’t need to wait until you’ve spent all your money to claim your funds. We would prefer if you submit receipts as you spend money through the year. We encourage you to submit a claim form once a month. Claims must be supported by itemized receipt (can be digital scan or picture) and approval by the claimant and the primary applicant. E-signatures are accepted in conjunction with email approval. Fill out a Missing Receipt Form for any receipts (including itemized meal receipts) that are lost. A credit card statement is not acceptable as receipt, but may be submitted in conjunction with the Missing Receipt Form. Your credit card number should be blanked out. Expenses in a foreign currency: identify the exchange rate used by attaching evidence such as a credit card statement or print out from http://www.oanda.com on the date the expense was incurred. Completed expense claim forms and supporting documents to be submitted to firstname.lastname@example.org. Original itemized invoice, receipt, and credit card slip can be destroyed after receiving the reimbursement fund.
Claims for Third Party (AMS, UBC Department, External)
Fill out a PAF Claim Form, make sure the greyed-out section is filled. Claims must be supported by copies of receipts and signed by the primary applicant. Each type of claims will also need to be supported with the following:
- AMS Club: Invoice from the club (include the AMS account #) and proof of payment (this can be in the form of the ledger from AMS or proof that the student received the reimbursement – i.e. image of cheque or transaction of the cheque deposit).
- UBC Department: Proof of payment (screenshot of the ledger showing transactions are paid by the department) and the speedchart/PG and account code that payment will be transferred to.
- External: An invoice issued by the Third Party.
Primary applicants can request the account balance by sending an email to email@example.com.
Delegated Primary Applicant
If the primary applicant is away on co-op term and is unavailable to sign claims, then please ensure a delegate is chosen to approve and sign on all PAF claims. The primary applicant will need to email firstname.lastname@example.org and email@example.com the chosen delegate’s name, student number, email, and phone number.