Financial Information

Payments to Vendors and Reimbursements

Paying a vendor requires using a Q requisition form and the following is required:
The original invoice and completed Q requisition form.

For UBC internal payments a Journal Voucher is used.
Backup documentation is required.  For example - print out of general ledger account, copy of P-card statement, copy of invoice, e-mails, etc.

For reimbursements to faculty, students or staff the following information is required:
Original receipts and a completed Q requisition form.

Note: All Travel related costs must be paid on a Travel Claim Form.

Journal Vouchers, Q Requisition Forms and Travel Claim Forms are all available from the Financial Services website or from the Admin office.

Financial Services Link 

All forms must have the proper signatures - see UBC Policy here.

Travel Expense Claims

Travel claims should be prepared as soon as travel is completed. Original receipts are required. Small receipts such as taxi claims  & meals should be taped to an 8 1/2 x 11 sheet of paper for ease of copying.

Currently the reimbursement of mileage is at $ 0.49 cents per kilometer.

Meal claims are currently reimbursed at the following rate: $60.00 Canadian per day, per diem rates of $14.00 for Breakfast, $16.00 for lunch and $ 30.00 for dinner. For those traveling within the United States (USA) the amount is $60.00 USD & outside of Canada & USA the amount is $60.00 USD or EURO.

Account Codes

Chartfield of Accounts   Account codes for filling in requisition & journal voucher forms