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 Expense Report Delegations in Workday (PDF) (requires CWL login) so that your finance specialist can enter your expenses in Workday on your behalf. You may also need to setup your Invoice Coding Delegation (PDF) (requires CWL login).This setup only needs to be done once.
Expenses
Please review the 2025-26 UBC Allard Travel Guidelines for a summary of procedures, reasonable and reimbursable rates, and reimbursement guidelines.
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.
Combining Business and Personal Travel
To be completed by the Finance Specialist, reviewed by the Finance Manager, and then submitted to the Assistant Dean Finance and Administration for the allocation of expenses.
Adjunct Parking Reimbursement Form
To be completed by Adjunct faculty and/or admin support staff for business related expense (adjunct parking). Complete this form with scan copies of itemized receipts and submit to Finance.
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.
Completed forms can be sent to: finance@allard.ubc.ca
The Experiential Learning Budget form is to be filled by the Faculty Advisor.
Payment to External Vendors
Use this web form or PDF when you are authorizing the payment of an invoice to an external vendor. The submitted web form will be sent to the Worktag manager for approval.
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.
Research Grant Information
If you have further questions about research grants, please contact petrovic@allard.ubc.ca.
Indigenous Partner Payments
Guidelines for respectful engagement with Indigenous Peoples, including guidance on honoraria, travel expenses, and payment processes for Indigenous Elders, Knowledge Holders, and community members.
Guidance on suggested minimum gift amounts for forms of engagement with Indigenous partners, including cultural advising, ceremonies, and territorial acknowledgements.
The guidelines also outline factors that may affect the appropriate amount and the approval requirements for exceptions to UBC expenditure guidelines.
The UBC HR Fast Track Assessment Form is mandatory for individuals receiving payments through IRSI, to help determine whether the person providing services to UBC should be engaged as an independent contractor or treated as an employee for HR, payroll, and tax purposes.
Steps:
- Complete the HR Fast Track Form before confirming the engagement or payment.
- Submit the completed form for HR review and assessment before proceeding with the payment.
Use the IRSI Honorarium Form to collect the information required to process an honorarium payment to an Indigenous Elder, Knowledge Holder, or other Indigenous community member.
Steps:
- Request the Elder/Knowledge Holder to complete the IRSI Honorarium Form.
- Confirm the applicable honorarium rate using the Payment Guidelines for Respectful Engagement with Indigenous Peoples.
- Submit the completed form and supporting documentation to Allard Finance for processing.
- Finance will process the honorarium payment through the appropriate UBC payment process.
Use the IRSI Travel Form to collect the information required to arrange or reimburse travel expenses for Indigenous Elders, Knowledge Holders, and other Indigenous community members participating in UBC activities.
Steps:
- Request the Elder/Knowledge Holder to complete the IRSI Travel Form.
- Confirm the travel arrangements and applicable reimbursement requirements.
- Submit the completed form and supporting documentation to Allard Finance for processing.
- Finance will coordinate the travel reimbursement or payment through the appropriate UBC process.