Peter A Allard School of Law

Finance Guidelines and Forms

This section provides information on the expenditure policies and guidelines for various activities at the law school and the forms to complete to submit a claim.  

For most processes, you need to setup your Delegations in Workday so that your finance specialist can enter your expenses in Workday on your behalf. This setup only needs to be done once.

Expenses

Reimbursement Procedure

Your finance specialist can submit your claim through Workday on your behalf. Please ensure your finance specialist is setup as a delegate in Workday (requires CWL login). This only needs to be done once.

Submit your itemized receipts via photos or PDF to your financial specialist. One photo/PDF per receipt. If you do not have itemized receipts, a missing receipt form should be completed.

Travel Reimbursement Form

To be used by faculty, staff, and students when you are requesting a travel reimbursement (ex: airline, taxis, accommodation and meals).

Travel Expense Claim Form (Non-UBC)

To be used by individuals without a UBC employee ID ie: visiting scholars, visiting professors, and guest speakers.

Travel Advance Requests

Fill out the Travel Advance Request form and email it to your finance specialist.

Reimbursement Procedure

Your finance specialist can submit your claim through Workday on your behalf. Please ensure your finance specialist is setup as a delegate in Workday (requires CWL login). This only needs to be done once.

Submit your itemized receipts via photos or PDF to your financial specialist. One photo/PDF per receipt. If you do not have itemized receipts, a missing receipt form should be completed.

Personal Reimbursement Form (Non-Travel)

To be used by faculty, staff, and students for business related expenses and excludes any travel expenses.

Reimbursement Procedure

Your finance specialist can submit your claim through Workday on your behalf. Please ensure your finance specialist is setup as a delegate in Workday (requires CWL login). This only needs to be done once.

Submit your itemized receipts via photos or PDF to your financial specialist. One photo/PDF per receipt. If you do not have itemized receipts, a missing receipt form should be completed.

Payment to External Vendors

Use this form when you are authorizing the payment of an invoice to an external vendor. The submitted form will be sent to the Worktag manager for approval.

Student Employment

Please complete the Student Appointment form and email it to May Villacampa to initiate the hiring process. Once initiated, the student will be prompted to complete direct deposit and tax forms in WorkDay.

    All timesheet submissions should be entered in Workday

    All hourly staff & students and salaried employees are paid on the 15th and last day of each month. Paydays falling on a weekend or holiday will be moved to the day before the weekend or holiday.

    Please refer to the Payroll Calendar for pay periods, employee deadlines for entries/submissions and supervisor/manger approval deadlines.

    For payroll questions, please email payroll@allard.ubc.ca.

    Access to the job aids requires you to login with your CWL.

    Professional Development Funds for Faculty and Staff

    Reimbursement for Professional Development

    Your finance specialist can submit your claim through Workday on your behalf. Please ensure your finance specialist is setup as a delegate in Workday (requires CWL login). This only needs to be done once.

    Faculty - If you’ve paid out of pocket and it is a direct reimbursement from the UBC Faculty PD fund, you can submit claim by emailing your finance specialist with your receipts.

    If the expense is already charged to a WorkTag and you wish to use your UBC PD funds, then you must initiate a PD Fund reimbursement in Workday (requires CWL login); this must be done the faculty member to start the process. Once initiated, email all invoices and receipts to your finance specialist for reimbursement. 

    Staff, Technicians & Research Assistants - Email all invoices and receipts to your finance specialist for reimbursement.

    UBC Tuition Waivers

    Please visit the UBC HR website for more information.

    Visa Card

    Please contact the Administrator (2-6882) or Finance Manager (7-3598) if you require
    assistance for the Departmental VISA card.

    Should you require an advance for your travel expenses, please contact Monzur
    Siddique to assist with completing a Travel Advance request. 

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