Financial Services

Financial Services

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Welcome to Financial Services

Financial Services provides excellence in client service and compliance through our unwavering commitment to our staff, our understanding of university operations, and a continued focus on process improvement.


Important Notices

December 2019 - Final Payment Run

For calendar year 2019, Financial Services will be making the final payment run (for non-payroll payments) on Tuesday, December 24, 2019.  The next payment run will be completed on Thursday, January 2, 2020.

All Vendor Invoices and/or Payment Request forms must be submitted and approved in acQuire by Friday, November 29, 2019 to ensure they will be processed for payment in December. 

All paper Travel/Expense Reimbursements must be approved and submitted to Financial Services by Friday, November 29, 2019 to ensure they will be processed for payment in December. 

In order for ERS claims to be paid in December, please ensure all required information is attached, and claims are approved in the system by Monday, December 9, 2019 in order to allow sufficient time for processing.

All Spreadsheet Voucher Uploads must be received by Accounts Payable by Wednesday, December 4, 2019 in order to be processed prior to calendar year end. 

Any Exceptional Rush Payment requests (to be processed in December) must be received by Accounts Payable by Noon on Thursday, December 19, 2019 to be included in the Tuesday, December 24, 2019 payment run.  Please be reminded that exceptional rush payment requests are subject to a fee of $200 per occurrence. 

For more details, please see the Policies & Procedures tab on the Financial Services website.

Kind Regards, 

Queen's Financial Services

ERS Access for Grad Students

Effective immediately (November 6, 2019), Expense Reimbursement System (“ERS”) access is now available for all graduate students. This will allow all grad students to submit claims electronically and take advantage of all the benefits of doing so, including:

  • FASTER PAYMENTS! 
    • Average processing time is less than half that of the paper process                                                                
  • Access to the web-based system anytime, anywhere including via mobile devices
  • Automated calculation of mileage, HST rebates, and currency conversions
  • Automated workflow and transparency into the status of an expense claim
  • Paper receipts do not have to be kept after payment has been received

Access to the ERS is now available to all Grad students through the MyQueen’sU/SOLUS portal, using their Student NetID. 

Note:  Some grad students may have had access to the ERS previously if they had an employment relationship with Queen’s, using their separate Employee NetID.  This will still be the case, and any claims that relate directly to their employment should still processed through their Employee NetID. 

For those who are new to using the ERS, please review the First Time User Guide.  In addition to this, the Financial Services website has many documents to assist with the filing of Expense claims, including policy, procedures, training, and guidance documents.  Those can be found here

Training sessions have been scheduled in room 156 of Jeffrey Hall for the following:

November 13- 1:30-3:30

November 20- 1:30-3:30

November 27- 9:00-11:00

Training can also be delivered to groups upon request. 

If you have any questions regarding the use of the ERS, or the SAP Concur mobile app, please contact finance@queensu.ca.

 

 

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PeopleSoft Finance Upgrade

The PeopleSoft Finance upgrade was successfully completed on February 24, 2019.  Users will now experience the new PeopleSoft Fluid user interface.  There are PeopleSoft Finance training links available in our Learning Catalogue under Systems Training.


Guidance on Account 570002 - Additional Pension

If you are involved in posting entries to account 570002 – additional pension, please review the recently posted Guidance on Account 570002 – Additional Pension.


2019 Payroll Calendars and Cutoffs

Please see Payroll Calendars and Cutoffs for your 2019 dates and details.


Have you Recently Changed your Job (Role) on Campus? Do you Know What Forms you Need to Submit?

Find out which Financial Forms you may need to submit to ensure the proper access required to perform your new duties. 


Service Provider: Employee or Independent Contractor

Determine if your Service Provider is an Employee or an Independent Contractor


Adding or Updating Your Payroll Banking Information

For employees who need to add or update their banking information while the MYHR Self-Service is limited to read only, please follow the instructions below:

2.    Attach a void cheque or a deposit authorization slip issued by your Financial Institution
3.    Submit the completed paperwork to Payroll Services (Rideau Building, 3rd Floor, 207 Stuart Street)
 

Your Feedback is Important to Us

If you have any questions or comments, or if you encounter a broken link, please contact us at finance.webmaster@queensu.ca